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SAP R/3 Full Life Cycle Implementation

Chapter I
R/3 Architecture Client server
technologies layer and uses
SAP NetWeaver Application Server SAP
NetWeaver Application Server is a component of the
NetWeaver solution which works as a web
application server to SAP solutions. From the SAP
point of view the Web AS is the foundation on which
most of their product range runs.

OVERVIEW

Its basic function is to allow web development based


on SAP standard solutions (usually developed under
the ABAP programming language, but in the newer
versions also in Java programming language). With
Web AS, it is possible - for example - to publish
queries, programs and ABAP applications in a web
environment but linked to and based in a SAP solution
infrastructure. Since 2003 the newer versions of the
(WAS or WEB AS) also support open standards like Java
programming language. From the versions 6.20 and
higher it is possible to create ABAP only, Java Platform,
Standard Edition only or mixed environments.

Version:

Web AS 6.20, Web AS 6.40, Web AS 7.00

ARCHITECTURE

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The architecture of SAP Web Application Server can be
separated into five areas:

Presentation layer
In the presentation layer, the user interface can
be developed with Java Server Pages (JSP),
Business Server Pages (BSP), or with Web
Dynpro technology. The underlying business
layer provides the business content in Java or
ABAP.
Business layer
The business layer consists of a J2EE certified
run-time environment that processes the
requests passed from the ICM and dynamically
generates the responses. The business logic can
be written either in ABAP or in Java based on the
J2EE standard. Developers can implement
business logic and persistence with Enterprise
JavaBeans (EJB) using the J2EE environment.
Developers can also access the business objects
of applications running in the ABAP environment
to benefit from their business logic and
persistence.
Integration layer
The local integration engine is an integral part of
SAP Web AS and allows instant connection to
SAP XI. The local integration engine provides
messaging services that exchange messages
between the components that are connected in
SAP XI.

Connectivity layer
The Internet Communication Manager (ICM)
dispatches user interface requests to the
presentation layer and provides a single
framework for connectivity using various
communication protocols. Currently, modules are
available for Hypertext Transfer Protocol (HTTP),
HTTPS (extension of HTTP running under the

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Secure Socket Layer (SSL)), Simple Mail Transfer
Protocol (SMTP), Simple Object Access Protocol
(SOAP), and Fast Common Gateway Interface
(FastCGI).
Persistence layer
The persistence layer supports database
independence and scalable transaction handling.
Business logic can be developed completely
independent of the underlying database and
operating system. Database independence is
also made possible by support for open
standards. The database interface ensures
optimized data access from within the ABAP
environment through Open SQL. SAP propagates
the outstanding capabilities of Open SQL for
ABAP to Open SQL for Java and offers a variety of
standard Application Programming Interfaces
(APIs) to application programmers, such as SQLJ.
Other technologies, such as Java Data Objects
(JDO) and container managed persistence (CMP)
for EJB, or the direct use of the Java Database
Connectivity (JDBC) API, are also supported

SAP R/3 System Architecture

The SAP system


is software which is composed of different software
and a server as a whole and has the ability to perform
standard business functions for corporations. The
system has become so popular because it can serve a
wide range of functionality from manufacturing to
finishing products. There is one simple reason behind
the popularity of this system; it can be tuned to any
level for any industry. It has the concepts of enterprise
resource planning (ERP) and business process
reengineering (BPR) which is integrated in the system.

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“Sap stands for System, Andwendungen, and Produkte
in Der Datanverarbeitung, which when translated to
English means System, Application, Products in Data
Processing.” The name of the parent Company is SAP
AG. The company SAP is based on Walldorf in Germany
and is the world’s largest enterprise software company
. Its foundation is built upon the concept of integration.

Originally, dating back to the 1970s, it took the then


controversial approach of combining various business
functions into one application and database. Dietmar
Hopp, Hans-Werner Hector, Hasso Planttner, Klaus
Tschira, and Claus Wellenreuther, former IBM
employees, launched SAP in order to turn the real
business processing vision into reality.
After a year, the first financial accounting software
formed the basis for the continuous development of
other software components which later came to be
known as the "R/1 system;" "R" stands for real time
data processing.

By the end of the decade, intensive examination of


SAP’s IBM database and dialog control system led to
the birth of SAP R/2, designed to handle different
languages and currencies. The SAP R/2 system
attained high level of stability of the previous
generation of programs. With this and other
innovations in SAP R/2, SAP saw a very rapid growth.
By the 1990's, when SAP R/3 was unleashed into the
market, the client-server concept, uniform appearance
of graphical interfaces, consistent use of relational
databases and the ability to run on computers from
different vendors met with an overwhelming approval.
The client-server architecture moved to a more flexible
and scalable architecture. Going by this technology,
the processing of an application could be split between
the server and workstations – the server handling the

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centralized functionality, while the client workstation
maximized for users. The data management was
separate from the server.
SAP ushered in a new generation of enterprise
software – from mainframe computing to the three-tier
architecture consisting of the Database layer,
Application (business logic) layer, and user interface
layer. Today is the day for client-server architecture,
where one can make changes or scale on layer without
having to retool the whole system.
The term SAP R/3 stands for runtime system three and
the client-server environment provides a set of
business application for the system. The R/3
architecture allows distribution of the workload to
multiple PC's connecting in a network

The SAP runtime system is designed in such a way that it


distributes the presentation, application logic and the data
management to different computers

Component Service

For all R/3 applications, kernel and basis are there to


provide the runtime environment, such as hardware,
operating system and database-specific. The run time
environment is written principally in C and C++.
However, some portions are also written in ABAP. The
tasks of the kernel and basis services component are
as follows.
Running Application: All R/3 application run on
software processors (virtual machine) within this
component.
User and Process Administrator: An R/3 system
is a multi-user environment and each user can run several
independent applications. This component is responsible for the
tasks that usually belong to an operating system. Users simply log

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onto the R/3 System and run the application within the system
that is the only user of the host operating system.
Database Access: Each R/3 system is linked to a
database system, consisting of a database
management system (DBMS) and the database
itself. The application use basis services to communicate with the
database. They do not communicate directly.
Communication: R/3 system can communicate with
other R/3 systems and with non-SAP Systems. It is also
possible to access R/3 applications from external
system using a BAPI interface. The service required for
communication are all part of the kernel and basis
services component.
System Monitoring and Administration: The
component contains programs that allow you to
monitor and control the R/3 system while it is running
and change its runtime parameters.

Component Service – ABAP Workbench

The Advance Business Application Programming


(ABAP) Workbench component, a full-fledged
development environment for applications in the ABAP
language, helps you to create, edit, test, and organize
application developments. It is fully integrated in the
R/3 Basis system and, like other R/3 applications, is
itself written in ABAP.

DATA EXCHANGE VIA IDOC WITH ALE OR EDI


IDoc or Intermediate Document is a standard SAP document exchange
format. IDocs allow different application systems to be linked via a
message-based interface. The IDoc interface consists of the definition of
a data structure (where the data structure is the IDoc) and a processing
logic for this data structure. There are three main aims behind the use of
IDocs:

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• The structured exchange of business documents so that they can
be processed automatically.
• The various degrees of structural complexity as displayed by
different application systems can be reduced to a structure which
is as simple as possible.
Example: The structure of an SAP application document and the
structure of the corresponding EDI message under the
UN/EDIFACT standard.
• IDocs allow for extensive exception handling before the data is
posted to the application.

The following techniques use the IDoc interface to exchange business


data between different systems:

• Electronic Data Interchange (EDI) was the first form of data


transfer to use IDocs. In EDI application scenarios, the processes,
by definition, involve two partners: The sender and the recipient
of an EDI message. EDI is a bilateral, document-oriented form of
data transfer.
• Application Link Enabling (ALE) enables integration of
business processes that are developed across several SAP
systems or non-SAP systems. Thus, ALE is oriented to connect
different applications on different systems. System-wide ALE
message flows are modeled in a so called 'distribution model'.
A typical scenario is the system data administration, where
material master records have to be distributed from one central
to several satellite systems. Nowadays, pure EDI scenarios are
more and more executed on the basis of ALE technology, only
that the system connection is 'just' bilateral.

You find detailed information on ALE under the following links

Application Link Enabling (ALE) is a mechanism for the


exchange of business data between loosely-coupled
R/3 applications built by customers of SAP, the
enterprise resource management program. ALE
provides SAP customers with a program distribution
model and technology that enables them to
interconnect programs across various platforms and
systems.

There are three layers in the ALE system: application


services, distribution services, and communication
services. The vehicle for data transfer is called an IDoc
(intermediate document), which is a container for the

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application data to be transmitted. After a user
performs an SAP transaction, one or more IDocs are
generated in the sending database and passed to the
ALE communication layer. The communication layer
performs a Remote Function Call (RFC), using the port
definition and RFC destination specified by the
customer model. The IDoc is transmitted to the
receiver, which may be an R/3, R/2, or some external
system. If the data is distributed from a master
system, the same transaction performed by the sender
will be performed by the receiving system, using the
information contained in the IDoc.

Changes made to fields in master data tables can be


set to trigger distribution of the changes to slave
systems, so that multiple database servers can update
the same information simultaneously. IDocs carry
information directly between SAP systems. In order to
communicate with a non-SAP system, an IDoc is first
transmitted to an intermediary system that translates
the data to a format that will be understood by the
receiver. Return data also passes through the
translating system, where it is again encapsulated into
an IDoc.

ALE

ALE is SAP proprietary technology that enables data


communications between two or more SAP R/3
systems and/or R/3 and external systems. When a new
enterprise resource planning (ERP) solution such as R/3
is implemented, companies have to interface the ERP
system with legacy systems or other ERP systems.

ALE provides intelligent mechanisms where by clients


can achieve integration as well as distribution of
applications and data.

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ALE technology facilitates rapid application prototyping
and application interface development, thus reducing
implementation time.

The ALE components are inherently integrated with


SAP applications and are robust, leading to a highly
reliable system.

ALE comes with application distribution/integration


scenarios as well as a set of tools, programs, data
definitions, and methodologies that you can easily
configure to get an interface up and running.

BAPI

BAPIs provide a stable, standardized method for third-


party applications and components to integrate into
the Business Framework. These interfaces are being
specified as part of SAP's initiative with customers,
partners and leading standards organizations. Also,
SAP has implemented the emerging Object Application
Group (OAG) specifications with BAPIs

The interface concept of the classic R/3 is based on


two different strategies: Remote Function Calls (RFC)
and data exchange through IDoc message documents.
RFC makes direct and synchronous calls of a program
in the remote system. If the caller is an external
program it will call an RFC-enabled function in R/3 and
if the calling program is the R/3 system it will call an
RFC-function in another R/3-system or it will call a non-
R/3 program through a gateway-proxy (usually
rfcexec.exe). BAPIs are a subset of the RFC-enabled
function modules, especially designed as Application
Programming Interface (API) to the SAP business
object, or in other words: are function modules
officially released by SAP to be called from external
programs.

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IDocs are text encoded documents with a rigid
structure that are used to exchange data between R/3
and a foreign system. Instead of calling a program in
the destination system directly, the data is first packed
into an IDoc and then sent to the receiving system,
where it is analyzed and properly processed.
Therefore an IDoc data exchange is always an
asynchronous process. The significant difference
between simple RFC-calls and IDoc data exchange is
the fact, that every action performed on IDocs are
protocolled by R/3 and IDocs can be reprocessed if an
error occurred in one of the message steps.

While IDocs have to be understood as a data exchange


protocol, EDI and ALE are typical use cases for IDocs.
R/3 uses IDocs for both EDI and ALE to deliver data to
the receiving system. ALE is basically the scheduling
mechanism that defines when and between which
partners and what kind of data will be exchanged on a
regular or event triggered basis. Such a set-up is called
an ALE-scenario.

The philosophical difference between EDI and ALE can


be pinned as follows: If we send data to an external
partner, we generally speak of EDI, while ALE is a
mechanism to reliable replicate data between trusting
systems to store a redundant copy of the IDoc data.
The difference is made clear, when we think of a
purchase order that is sent as an IDoc. If we send the
purchase order to a supplier then the supplier will
store the purchase order as a sales order. However, if
we send the purchase order via ALE to another R/3
system, then the receiving system will store the
purchase order also as a purchase order.

BUSINESS PROCESS CYCLE: IMPLEMENT


PHASE
TASKS OF THE IMPLEMENT PHASE

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In this phase, the business process expert
oversees the activities needed to document the
project and prepare the team that has been
organized to implement the process.

This phase includes the following tasks:

• Prepare the project


The business process expert oversees
the creation of the project in SAP
Solution Manager, using SAP best
practices and business configuration sets.
• Create the business blueprint
The business process expert works with the implementation team
to define and document the planned processes, and/or their
functional enhancements, using ARIS for SAP NetWeaver. The
blueprint includes business scenarios, business processes, and
process steps.
• Realize the project by configuring it in SAP Solution Manager
The business process expert models each of the process steps in
SAP Solution Manager and selects the configuration content for
SAP implementation, using the business blueprint created in the
previous task.
• Make final preparations
The business process expert creates and executes test cases, in
conjunction with computer-aided test tools.
• Go live and provide support
The business process expert uses the SAP GoingLive Check
services to ensure that all business and technical issues have
been identified and solved. The results are stored in SAP Solution
Manager.

SAP Project Implementation is one of the components of Project


Management and required a great degree of project related
Knowledge such as Project Management, Change Management,
Risk Analysis and Review Programs.

Accelerated SAP (ASAP) is not only a SAP implementation solution


but it also supports a comprehensive project plan. Like Project
Management, ASAP Methodology also integrates several
components and comprises of MS Project templates providing
complete work breakdown structures and resource assignments.

SAP Implementation Phases

Project Preparation Phase – As per Accelerated SAP (ASAP)

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methodology it is the First Phase of SAP Implementation. During
this phase, following components are discussed and documented:

• Initial Project Planning


• Project Procedures
• Project Team Members & their Training
• Project Kickoff
• Technical Requirements
• Quality Check

Business Blueprint Phase - In this phase, a detailed study of


business processes and business requirements are undertaken by
the Project Team members. This is the phase where Project Team
Members interact with respective Core Team Members or Process
Owners. The entire requirements gathered during this phase are
documented as Business Blueprint. During this phase, following
components are discussed and documented:

• Project Management
• Organizational Change Management
• Training
• Develop System Environment
• Organizational Structure Definition
• Business Process Analysis
• Business Process Definition
• Quality Check

Realization Phase - In this phase, all the business and process


requirements are implemented as documented in Business
Blueprint. SAP R/3 system is configured step by step in two work
packages, Baseline and Final configuration. How these
configurations will be done and how it will be tested.

• Baseline Configuration and Confirmation


• System Management
• Final Configuration and Confirmation
• Development of external Programs & Interfaces
• Unit Testing & Documentation
• Final Integration Test
• Business Scenarios & Process Documentation
• End User Training & Documentation
• Quality Check

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Final Preparation Phase - During this phase, following activities
are discussed, completed and documented, successful completion
of these activities leads to transition of all configurations settings
to live R/3 System

• System Management
• Stress & Volume Tests
• Cutover Strategies & Plans
• End User Training
• Quality Check

Go Live and Support Phase – This is phase where all


configurations/customizations are transported to live production
operation and business starts all its activities in the SAP R/3.

During this phase, all the problems/issues related to hardware,


network, operating system, database, training, and application
system are addressed by the project team members and they
help the end users in achieving their day to day task/assignments.
This phase is further divided as:

• Application Production Support and Maintenance


• Project Implementation End

Continuous Improvement Phase – Towards continuous


improvement and to overcome the organizational, business &
technology changes the followings are covered under this phase:

• Post go-Live Support


• Improve System performance

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Chapter II

Real Time SAP Business Scenario


VALUE SCENARIOS: INSIGHT TO YOUR KEY BUSINESS
PROCESSES

Industries across the board are facing every type of


challenge for global businesses. Without a clear
understanding of how business systems can provide
critical insight into your business processes, you won't
have the tools you need to stay competitive,
profitable, and grow your business.

Business process integration and related education is a


key element of SAP Business Suite applications. The
following value-based processes, or value scenarios,
offer you, the business process expert, insight to SAP
Business Suite applications that will help you expand
and innovate while supporting your end-to-end
industry processes.

Because these business processes are flexible, you can


implement SAP modular software without expensive
upgrades. Built on an open, service-oriented
architecture (SOA) - and powered by SAP NetWeaver
technology - SAP Business Suite offers you the
opportunity to transform your processes efficiently and
without disruption.

The SAP Business Suite 7 modular enterprise software


supports end-to-end industry processes and helps
companies to effectively coordinate business and IT
strategies at the same time.

The SAP Business Suite 7 partner playbook is a


comprehensive, intuitive and easy-to-use partner
enablement tool that provides a one-stop shop for

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marketing, sales and technical information on the
Business Suite 7 solution. Partners can expect to find
role-based information including marketing industry
materials, demos, sales success stories, presentations,
services and technical SAP best practices knowledge to
help them successfully market, sell and implement this
solution.

We have had a great response to this new tool - the


feedback tells us partners are finding this a valuable
resource to stay up-to-date. Encourage your partners
to visit the playbook on the partner portal today so
they can maximize their opportunities and generate
more revenue. Read more.

SAP BUSINESS SUITE THEMES AND VALUE


SCENARIOS

With Business Suite 7, SAP is delivering packaged


process-oriented solutions targeted at achieving
business value through best practices.

SAP Business Suite Themes represent key business


value-generation models. For example, a company
may focus on a strategy, or theme, such as
Operational Excellence, Superior Customer Value or
achieving Product and Service Leadership to
differentiate themselves in the market.

Grouped by Theme, SAP Business Suite Value


Scenarios are extended, cross-application business
processes. These Scenarios have been defined,
configured, validated, and documented in order to
accelerate implementation in achieving time-to-value.
Organized by theme, these value scenarios are
designed to leverage information from across the

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Business Suite (including ERP, PLM, SCM, etc.) to
engage multiple roles and lines of business into cross-
functional processes that is intended to deliver
business value. These Value Scenarios can provide the
foundation for creating and delivering additional
differentiating processes and capabilities.

SAP Supply Chain Management (SAP SCM) can boost your


profitability by keeping you in sync with the needs of your
customers. It can help you develop and sustain ongoing
relationships with both your customers and partners. And
thanks to the SAP Business Maps, you can see the benefits
and advantages of SAP SCM before you buy:

The Solution Map – Outlines all your business processes


so you can visualize, plan, and implement a coherent,
integrated, and comprehensive solution

The Business Scenario Map – Gives you a detailed view


of end-to-end processes and defines the activities, roles,
system interfaces, and business documents that will
enhance collaboration

Ultimately, Business Maps enable you to focus on your core


business processes. They help you become more market-
and customer-oriented, which can translate into stronger
partner relationships and real competitive advantages.

Organizational Plan
Definition

Representation of the task-related, functional structure of


your enterprise, created using tools from the Organizational
Management component.

This functional organizational plan differs from the


administrative enterprise structure and the personnel
structure whose elements are relevant to Payroll
Accounting (company code, personnel subarea or employee

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group, for example). These structures are found in their
corresponding components.

Use

You can create several organizational plans in different plan


versions, this provides you with the following options in
Organizational Management:

• in one plan version, you depict your current valid


organizational plan which you use for your current
business processes (evaluations, Workflow, personnel
planning, for example).

• In additional plan versions, you can depict


organizational plans as planning scenarios (for
Business Process Re-Engineering, for example).

You can compare the current organizational plan with the


planning scenarios and transfer data from the simulated
structures into the current organizational plan.

Structure

Organizational plans are normally created by assigning


objects of the following types to each other:

• Organizational Unit
• Position
• Job
• Task

If you are using your organizational plan for Workflow, the


following object types are also available:

• Standard task
• Workflow template
• Task group

Organizational Management

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Purpose

In order to carry out numerous business and human


resources processes, you need an organizational plan, that
is, a functional structure representing your enterprise based
on tasks.

You need to, for example:

• evaluate headcount, current division of tasks,


reporting structures in your enterprise according to
department (for example)

Evaluations of unoccupied positions

• allocate agents responsible for carrying out SAP


Business Workflow tasks

Forward leave requests to agents in the


personnel department

• plan possible new functional structures in Business


Process (Re-) Engineering as well as your personnel
requirements or personnel costs

Planning a Department Structure

• gather information for creating the task related,


functional structure, in particular for other Human
Resources components

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Default values for personnel actions in
Personnel Administration

• assign structural, that is task-oriented authorizations


in the R/3 System

Combination of the relevant R/3 transactions


for an administrator in Purchasing

Tools from the Organizational Management component also


enable you to create:

• your current valid Organizational Plan , changes to


which are archived
• additional organizational plans in other Plan Versions
as planning scenarios

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Implementation Considerations

Organizational Management is the basis for additional


Human Resources components and functions as well as for
SAP Business Workflow. The fact that these components can
be integrated should be taken into account when you are
installing them.

Integration

• Installing Organizational Management enables you to


use the following Human Resources components
effectively:

o Personnel Development
o Recruitment
o Compensation Management

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o Personnel Cost Planning
o Training and Event Management
o Manager's Desktop

• Organizational Management also has interfaces to


the following Human Resources components:

o Shift Planning
o Capacity Requirements Planning
o Personnel Administration
o Human Resources Information System

• Organizational Management also forms the basis for


SAP Business Workflow. The organizational plan you
create forms the framework for a routing structure
that SAP Business Workflow uses to assign tasks to
an employee.

Both Organizational Management and SAP Business


Workflow are components of Business Management.

• Finally, Organizational Management can also be used


with the Controlling component to create an
enterprise organization.

Features

The Organizational Management component includes


various user group-specific modes and views with
which to edit organizational plans:

• The Organizational Plan mode includes views for


administrators in the Personnel or organizational
department:

o The Organization and Staffing view provides an


intuitive interface for creating and editing
organizational plans.

o The General Structures view allows you to edit


organizational plans with any structure

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including object types which you have defined
yourself (teams, for example).

o The Matrix view is for creating and editing


matrix structures.

• The Organizational Plan mode also includes a view


for workflow administrators:

o Organization and Staffing (Workflow) provides


you with an interface that you can use
intuitively to create and edit organizational
plans. This interface can be used for SAP
Business Workflow.

• Expert mode enables experienced experts object-


oriented editing of organizational plans.

o Expert mode allows you to edit the


characteristics of various objects and their
relationships via infotypes.

o The Simple Maintenance view in Expert Mode


provides an overview of object and structure
editing.

For more information, see the documentation on


Expert Mode.

The Manager’s Desktop component provides managers


with data on the organizational plan of their area of
responsibility and enables them to edit this information.

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The main elements of an organizational plan are

• an organizational structure , with which the reporting


structure and task distribution are created using
organizational units (departments, for example)

• Staff assignments for each organizational unit, in


which the current persons (employees), users and
vacancies are listed

Integration

Organizational plans are generally related to objects from


other components.

• If Integration with Personnel Administration is


active, the personal data for the staff assignments
comes from the Personnel Administration component.

These functional (organizational plan) and


administrative (personnel and enterprise structures)
structures come into contact if a person is assigned

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to an organizational plan (as the holder of a position)
as well as an enterprise or personnel structure (that
is, to a personnel subarea etc.).

• If the enterprise structure is active, account


assignment data can be obtained from Controlling.

Enterprise Organization
(CO) Structure
Purpose
The enterprise organization is a uniform, integrated user interface
for the different organizational units in the SAP system.

The structure of your enterprise is represented in the SAP system


by means of different organizational units (controlling area,
company code, cost center and so on). In the Human Resources
(HR) organizational structure for example, a company is broken
down into departments, each of which is responsible for
performing particular tasks. By way of contrast, in the standard
hierarchy for cost center accounting, companies are broken down
with regard to responsibilities for costs.

The enterprise organization helps you process your organizational


structures so that:

• These structures can be changed to reflect organizational


changes within the enterprise.
• A company's organizational structure is more transparent
since the links between the organizational units are visible
and can be evaluated.
• The different business processes can be integrated
optimally, and thus are more economical with resources.
• The data is for internal and external reporting

Implementation Considerations

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You need to activate the enterprise organization to be able to use
it. You do this in Customizing for the application component in
question by choosing Enterprise Organization Enter Settings
for the Enterprise Organization.

Integration
Enterprise organization is based on the organizational plan in HR,
and contains additional functions and organizational units specific
to accounting.

The following areas are currently integrated in enterprise


organization:

• HR organizational plan
• Cost center standard hierarchy
• Profit center standard hierarchy

If the enterprise organization is active for a


controlling area, you can no longer assign the
organizational units (controlling area, company
code, and cost center) in the HR organizational
structure. Instead, use the functions in the
enterprise organization.

Enterprise organization therefore provides an overview of the


enterprise in terms of responsibilities for:

• Personnel
• Costs
• Revenues

Features
Representing the structure of an enterprise

• The structure of an enterprise is displayed in a simple tree


structure.
• You can change the enterprise organization per specific
date.

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This facility enables you to create past, present, and future
organizational structures for your enterprise (see also
Time-Dependency of Enterprise Organizations).

• The single maintenance screen for several organizational


units or structures enables you to display and evaluate the
links between the organizational units.
• Using the search function, you select the organizational
units and then assign these to the organizational structure
using drag-and-drop (see Searching for Organizational
Units).

Processing organizational structures

• In the enterprise organization, you can create new


organizational units (see Creating Organizational Units).

In so doing, the system transfers the data in accordance


with the inheritance principle (see the Inheritance
Principle).

• Using drag-and-drop, you can copy organizational


units from the selection area into the tree structure
(see Assigning, Reassigning, or Moving
Organizational Units).
• Using drag-and-drop, you can copy organizational
units from the selection area into the tree structure
(see Assigning, Reassigning, or Moving
Organizational Units).
• You can maintain the master data for the individual
objects directly from the tree structure (see
Displaying or Changing Organizational Units).
• You can activate or delete inactive master record
versions from cost centers and profit centers (see:
Activating Inactive Master Data or Deleting Inactive
Master Data).
• Enterprise organization is a logical development of
the HR organizational plan.

An enterprise structure is more detailed in HR than in


CO. Therefore all CO objects (such as controlling
area, cost center) are assigned to the HR-
Organizational Unit.

26
Note, however, that you can only assign one object
type to a single HR organizational unit each time
you are processing.

• When processing the enterprise organization, the system


carries out a number of checks on consistency.

For example, you can enter a cost center in the enterprise


organization only if you have already assigned a
controlling area to this enterprise organization.

You can make checks on a particular key date. To


do so, choose Enterprise organization  Check. You
can make the following checks online or in a
background job.

o Check that the enterprise


organization is complete (see Time-
Dependency of Enterprise Organizations).
o Consistency checks

• From the enterprise organization you go to the web form


to request a cost center change by choosing Extras ->
Change request for cost centers (see Requesting a Change
to Master Data in the Intranet/Internet).

Data from the detail area is also transferred to the form.

Constraints
From the enterprise organization you can only currently display
master data for controlling areas and company codes.

Making mass changes to master data simultaneously as under


Change Management is currently not possible.

27
For more information, see the SAP Library under Human
Resources  PA - Personnel Management  Organizational
Management.

Standard Hierarchy
Definition
Tree structure representing all cost centers belonging to a
controlling area from a Controlling perspective.

Structure
You can combine cost centers into cost center groups. You can
then create cost center hierarchies from these groups by
combining the groups according to decision-making area, area of
responsibility, or management area.

A cost center hierarchy comprises all cost centers for a given


period and therefore represents the whole enterprise. This
hierarchy is known as the standard hierarchy.

Integration
You can make changes to the standard hierarchy:

• In the maintenance interface of the Enterprise


Organization (see Editing the Standard Hierarchy)

• In group maintenance (see Editing the Standard Hierarchy


Using Group Maintenance)

If you have activated the enterprise organization


(see Enter Settings for the Enterprise
Organization) you cannot edit the standard
hierarchy directly; it is shown in display mode only.
You should therefore change the enterprise

28
organization and then generate the current
standard hierarchy from here (see Enterprise
Organization, Generating a Standard or
Alternative Hierarchy from the Enterprise
Organization).

The only exception here is master data for cost


center groups that are needed for reporting. If you
process the standard hierarchy using the
maintenance interface for the enterprise
organization, you can change the data shown in the
detail area on the Report information tab strip.

If you process the standard hierarchy from the


enterprise organization, you can also generate
alternative hierarchies in addition to the standard
hierarchy. You may need these alternative
hierarchies for reporting processes for example
(see Time-Dependency of Enterprise
Organizations).

The alternative hierarchies display the status of the


standard hierarchy at a given moment.

Cost Elements
Definition
Cost elements classify an organization’s valuated consumption of
production factors within a controlling area. A cost element
corresponds to a cost-relevant item in the chart of accounts.

Structure
We distinguish between primary cost and revenue elements and
secondary cost elements.

Primary Cost/Revenue Elements

29
A primary cost or revenue element is a cost or revenue-relevant
item in the chart of accounts, for which a corresponding general
ledger (G/L) account exists in Financial Accounting (FI). You can
only create the cost or revenue element if you have first defined it
as a G/L account in the chart of accounts and created it as an
account in Financial Accounting. The SAP System checks whether
a corresponding account exists in Financial Accounting.

Examples of primary cost elements include:

 Material costs

Personnel costs

Energy costs

Secondary Cost Elements

Secondary cost elements can only be created and administrated


in cost accounting (CO). They portray internal value flows, such as
those found in internal activity allocation, overhead calculations
and settlement transactions.

When you create a secondary cost element, the SAP System


checks whether a corresponding account already exists in
Financial Accounting. If one exists, you can not create the
secondary cost element in cost accounting.

Examples of secondary cost elements include:

Assessment cost elements

Cost elements for Internal Activity


Allocation

Cost elements for Order Settlement

Integration

30
Cost elements in Controlling (CO) are closely related to the
general ledger accounts used in Financial Accounting (FI). This is
because the SAP System is structured as an Integrated
Accounting System:

Cost elements document which costs (differentiated by category)


are incurred within a settlement period, and in which amount.
They provide information concerning the value flow and the value
consumption within the organization. Cost Element Accounting
and Cost Center Accounting/Internal Orders are closely linked in
the SAP System. Each posting to an account that is also a cost
element, is assigned either to a cost center or order. This ensures
that at period-end the data is subdivided by cost elements and
cost centers/internal orders for analysis purposes. The following
section describes how you can subdivide and characterize cost
elements in the SAP System.

Cost element characteristics depend on the


controlling area and the allocation methods used in
your organization.

Cost Centers
Definition
Organizational unit within a controlling area that represents a
clearly delimited location where costs occur. You can make
organizational divisions on the basis of functional, settlement-
related, activity-related, spatial, and/or responsibility-related
standpoints.

Use
Cost centers are grouped together into decision, control, and
responsibility units.

You use cost centers for differentiated assignment of overhead


costs to organizational activities, based on utilization of the
relevant areas (cost determination function) and for differentiated
controlling of costs arising in an organization (cost controlling
function).

31
You can assign activity types to a cost center. These activity
types divide the specific activities that can be produced in a cost
center.

Structure
Before you create cost centers, you define a hierarchical cost
center structure (see: Standard Hierarchies).

Cost center structures and characteristics depend


on the accounting objective you are following and
the cost accounting system you decide to employ.

Activity Types
Definition
Activity types classify the activities produced in the cost centers
within a controlling area.

Use
To plan and allocate the activities, the system records quantities
that are measured in activity units. Activity quantities are
valuated using a price (allocation price).

In Overhead Cost Controlling, costs based on the activity quantity


of an activity type are posted separately in fixed and variable
portions. When you divide the activities of a cost center into
activity types, you should consider whether the costs can be
allocated effectively to the activity types.

The prices of the activity types of a cost center can be either


entered manually, or calculated by the system based on the costs
allocated to the activities. Prices can be calculated either using
plan costs or actual costs.

You can plan, allocate, and control costs either at the activity type
level of a cost center, or at the cost center level. You can enter

32
actual costs at the cost center level. Costs entered at the cost
center level are assigned using splitting.

You can also assign the activity type of a cost center directly. This
use was designed for certain application areas (such as personnel
costs and depreciation postings).

For more information, see Actual Postings to Activity Types.

When the activities produced by a cost center are used by other


cost centers, orders, processes, and so on, this means that the
resources of the sending cost center are being used by the other
objects.

Integration
You can assign one activity type, multiple activity types, or no
activity types to a cost center.

Typical examples of activity types for cost centers


are machine hours, administrator hours, CPU
minutes or units produced.

Actual Postings to Activity


Types
Use

When you execute actual postings you can assign directly


to the activity type of a cost center. You can use an activity
type as an account assignment object in the following
application areas:

• Personnel costs for Payroll Accounting

You can use the sender activity type specified in the


time sheet, or in Time Management to further assign
personnel costs to Payroll Accounting

33
• Depreciation postings on the activity type in Asset
Accounting (see: Depreciations).

For periodic postings of depreciation costs in the


general ledger you can, in addition to cost centers
and orders, also assign costs to the activity type
stored in the asset master data.

In the same way, you can also assign costs directly to


activity types for G/L account postings in Financial
Accounting (see: Posting Documents).

In Controlling you can execute repostings of line items for


activity types (see: Reposting Line Items).

Note that the R/3 System ignores the costs


assigned to activity types during a later
Distribution.

To allocate activity, you can use either direct


activity allocation or indirect activity
allocation.

To ensure an exact assignment of the costs to


the activity types, you assign costs in the
actual just as in the plan. You should therefore
post either in the actual and in the plan to the
cost center, or in the actual and in the plan to
the activity types of the cost center.

Direct account assignment of activity types


has an effect on actual cost splitting (see:
Actual Cost Splitting). The R/3 System requires
that the costs assigned directly to the activity

34
types are assigned correctly, and in full, to the
activity types. Directly assigned activity types
do not therefore take part in the first splitting
step. The R/3 System simply splits the cost into
fixed and variable. In the second splitting step,
the R/3 System also splits the activity-
independent costs on the directly assigned
activity types (see: Example of Splitting After
Account Assignment to an Activity Type).

Prerequisites
To assign costs to an activity type, go to Customizing for General
Controlling and choose the IMG activity for creating a controlling
area, under Organization  Maintain Controlling Area). Select AA:
Activity Type under Activate components (see: Control Indicators).

If you want to assign costs to activity types for G/L postings in


Financial Accounting you should select Activity Type as an entry
field in the field selection lists for the corresponding General
Ledgers and posting keys. To do this, see Customizing for
Financial Accounting, under Financial Accounting Global
Settings Basic Settings  Document Line item Controls
Define Posting Keys and Maintain Field Status Variants).

Editing Manual Actual


Postings
Use
In Controlling, all manual actual postings are structured according
to the same principle. You can enter data using either individual
entry (for complex allocations) or list entry, where large quantities
of data are involved.

The R/3 System assists you in making manual actual postings,


through the provision of Entry, Display, and Reversal functions.

You can use these functions for the following postings:

35
• Reposting Costs Manually
• Reposting Revenues Manually
• Direct Activity Allocation
• Manual Cost Allocation
• Entering Statistical Key Figures

Reposting Costs and Revenues


Manually
Use
You can repost primary costs manually using transaction-based
repostings, whereby the original cost element is always retained.
This function is designed mainly to adjust posting errors.

You should always adjust posting errors in the application


component where they occurred. This ensures that external and
internal accounting are always reconciled. You can only adjust
posting errors involving one cost accounting object (a cost center
or internal order for example) using a transaction-based reposting
in Controlling (CO).

To repost collective postings from one cost center to other cost


centers at period end, you can use periodic repostings (see:
Periodic Repostings).

In Activity-Based Costing, you can only repost


costs.

You can only post revenues as statistical items to


cost centers - these revenues cannot be included in
periodic allocations.

36
You mistakenly assigned the amount of 10,000 USD
for the cost element External services to cost
center 4210. The costs should have been posted to
cost center 4220. In transaction-based reposting,
you can repost the full amount to the correct cost
center under the same cost element. This
transaction affects only CO, since the costs are
debited (to cost center 4220) and credited (to cost
center 4210) using the same cost element.

If you are working with transfer prices (parallel


value flows), you cannot repost costs or revenues
for parallel valuations. You need to use the function
for reposting line items (see: Reposting Line Items).

For more information on transfer prices, see


Multiple Valuation Approaches in Overhead Cost
Controlling, and the SAP Library under Financials 
EC Enterprise Controlling  EC Profit Center
Accounting  Transfer Prices  Multiple
Valuation Approaches/Transfer Prices.

37
Activities

• To repost costs, from the area menu of the relevant


application component, choose Actual postings  Manual
reposting of costs  Enter.

• To display repostings of costs, from the relevant


application component menu, choose Actual postings 
Manual reposting of costs  Display.

• To reverse repostings of costs, from the relevant


application component menu, choose Actual postings
 Manual reposting of costs  Reverse.

• To repost revenues, from the area menu of the


relevant application component, choose Actual
postings  Manual reposting of revenues  Enter.

• To display revenues that have been reposted, from


the relevant application component menu, choose
Actual postings  Manual reposting of revenues 
Display.

• To reverse repostings of revenues, from the relevant


application component menu, choose Actual postings
 Manual reposting of revenues  Reverse.

Direct Activity Allocation


Use

Direct activity allocation involves the measuring, recording,


and allocating of business services performed. To do this,
you must create the relevant (measurable) tracing factors
(allocation bases which can be used as cost drivers). In Cost
Center Accounting these are known as activity types.
Activity allocation occurs, for example, when business
transactions are confirmed or when posting activity
quantities to accounts. The system multiplies the activity
produced by the price of the activity type.

38
To do so, for the cost centers or business processes
involved, you must plan activity types either using prices
set manually or using subsequent iterative price calculation
( see also: Plan Price Calculation).

If the receiver of the activity allocation is not a


cost object (such as, cost center, business
process, or internal order), then the following
applies: If no price was set manually, then the
plan price is used. If you have not executed an
iterative price calculation, then the manually
set price for the activity type is used for direct
activity allocation (the price in the plan/actual
(000) version).

If the receiver of the activity allocation is a


cost object (such as, a production order or a
product cost collector), then the price used for
valuation is determined according to the
valuation variant (which is linked to the cost
object for the simultaneous costing via the
costing variant). If the receiving cost object is
not linked to a costing variant for the
simultaneous costing, then the plan price for
the valuation period is used.

The service cost center "Plumbers" (4110)


performs 1 hour of the activity type "Repairs"
for production cost center HFI (4210). The plan
price for the repairs activity type is 35 USD per
hour. In direct activity allocation, this price is
valuated as follows:

1 hr X 35 USD/hr = 35 USD

39
The "Plumbers" cost center is credited with this
amount and the HI production cost center is
debited correspondingly.

Direct activity allocation is most often used with the


following cost controlling methods:

• Standard costing

o Static standard costing


o Flexible standard costing

• Activity-Based Costing

• Direct costing

If you implement internal activity allocation


with predistribution of fixed costs (see
Predistribution of Fixed Costs) and the sender
is involved in predistribution of fixed costs, it
depends on the receiver as to whether, under

40
internal activity allocation, the system
allocates total costs or only the variable costs.

o If the senders and receivers participate in the


predistribution of fixed costs and you post true
costs to the receiver, the system only allocates
variable costs during the internal activity
allocation. The fixed portion is ignored.

o If the sender participates in the predistribution


of fixed costs, but the receiver (to which you
are to post true costs) does not, the system
allocates fixed and variable costs.

o If additional receivers, which are participating


in the predistribution of fixed costs, are
statistically posted to, the system allocates
only variable costs to these receivers.

If additional receivers, which are not


participating in the predistribution of
fixed costs, are statistically posted to,
the system allocates both fixed and
variable costs to these receivers.

The system always displays the true value


flow on the user interface for internal activity
allocation.

If you are working with transfer prices


(multiple value flows), the internal activity
allocations are carried out in the leading
valuation. The plan price used for allocation
thus applies to all the valuations.

For more information on transfer prices, see


the SAP Library under EC Enterprise
Controlling  Profit Center Accounting 
Transfer Prices (see: Multiple Valuation

41
Approaches/Transfer Prices) and Multiple
Valuation Approaches in Overhead Cost
Controlling.

You can use the internet component Internal


Activity Allocations in the Intranet to enter
direct activity allocations in the internet. For
more information, see:

R/3 Internet Application Components

Internal Activity Allocations in the Intranet (CO-


OM-CCA)

Internal Price Lists in the Intranet (CO-OM-CCA)

Activities

• To enter direct activity allocations, from the


application component area menu, choose Actual
postings  Statistical key figures  Enter.

• To enter direct activity allocations, from the


application component area menu, choose Actual
postings  Statistical key figures  Enter.

• To enter direct activity allocations, from the


application component area menu, choose Actual
postings  Activity allocation  Reverse.

Reversing Manual Actual


Postings
1. On the upper screen area, enter the number of the
document that you want to reverse.

42
You can locate the document number by choosing
input help for the document date or by searching per
document date, period or fiscal year.

2. Choose Enter.

The system automatically adds the document date


and the posting date of the original document.

3. If you wish, you can display further information


relating to the original document such as the user or
the exchange rate type.

To do so, choose the tab strip Additional information


in the upper screen area.

If you wish, you can display or hide particular screen


areas. To do so, use the icon Compress data areas on
the left edge of the relevant screen area.

4. To display the reversal document, choose List entry


or Individual entry.
a. If you choose List entry, the system displays
all posting rows for the selected reversal
document in a list.
b. If you choose List entry, the system displays
all posting rows for the reversal document on
the Individual entry screen.

Below the individual entry screen, the system


displays a list to which you can transfer every line
item.

To navigate between these line items, select the line


item that you want to move up to/down to. The
system displays the data on the selected line item on
the individual entry screen.

5. To reverse the document, choose Post.

43
Chapter III Business Blue Print

Creation and Administration of a


Measure Catalog
Use
You use this function to create and group measures in Measure
Builder. These measures are not the technical key figures
provided by the data basis of SAP SEM, but a data layer created
from a content and business viewpoint, which, in principle, is
independent of the technical key figures. However, measures and
key figures can be linked.

Integration

You use the measures you define and edit here in the Balanced
Scorecard, Management Cockpit, Value Driver Tree and
Risk Management functions (in the risk catalog, you can assign
measures to risks).

In addition, you can use various properties of a measure in


balance sheet and investment planning in the SEM component
Business Planning and Simulation (SEM-BPS).

Features
Creating a Catalog

You create catalogs in change mode using the context menu


Create  Catalog. Catalogs are elements at the topmost
hierarchy level of the measures. You can create as many catalogs

44
as you wish to structure your measures in major sub-areas. For
example, you can create a catalog for the measures of each
subsidiary, each division (for example refrigeration engineering,
plant construction) or for different balance sheet items (profit
measures, sales types).

Catalogs are always created at the top-most


level. The construction of a multi-level
hierarchy of catalogs is not possible. To
structure the measures of a catalog
hierarchically, you create structure nodes in
the catalog using Measure GroupCreate
in the context menu.

In addition to the catalogs you create,


business content delivered by SAP is
available to you. You can copy the measures
delivered by SAP into your own catalogs or
reference them in formulas. You can hide or
display the business content with .

To be able to use a measure from the


business content, for example in the
Balanced Scorecard, you first have to add it
with drag & drop to one of your own
catalogs in Edit mode. Once added to one of
your catalogs, the measure is available for
assignment to a scorecard. The font color of
the measure in the business content
measure catalog indicates whether it has
already been added to one of your own
catalogs: measures that have not been
activated appear in blue, measures that
have been activated appear in gray.

Create Measure Group

You create measure groups in change mode using the context


menu Create  Measure Group. Measure groups are used to
structure measures within a catalog according to content criteria.
Unlike catalogs, measures groups can be structured freely with as

45
many hierarchy levels as you wish, and you can insert measures
on every level of the hierarchy.

Create Measure

You create measures in change mode using the context menu


MeasureCreate . You can create measures directly in a catalog
or within a measure group.

For more information on the many possibilities of creating


measures, see Editing Measures.

Maintaining a Measure Catalog

Measure Builder offers the following functions for the


administration of measure catalog elements (switch to change
mode with first).

• You can move measure groups and measures with


drag&drop to any location in the measure catalog. You can
also move elements from one catalog to another. When
you move measure groups, all subordinate elements of
this measure group are also moved.

For example, if you move a measure from the SAP


Measure Catalog to a catalog with drag&drop,
which already contains the measure in another
version, you can determine in a dialog box which
properties of the older measure should be
overwritten by the new measure, and which
properties should not be overwritten. The same
applies for activating a measure group from the
SAP Measure Catalog.

With Application Log Log Environment ,


you can view the log file with a list of the
activation of each individual measure.

• Using Up and Down in the context menu, you can change


the order of measure groups and measures within the level
in which they are located. It is not possible to move an
element to a different catalog with these functions.

46
• With Locate Measure, you can find the position of the
measure you are currently editing in the hierarchy of the
measure catalog. This function expands the hierarchy tree
down to the level of the position you are looking for and
the measure you searched for. This function is particularly
helpful when you had selected a measure for editing and
then navigated to another location in the hierarchy.
• With the function , you can search for a specific
measure. The search function does not distinguish upper
and lower case, and it adds "*" as a wild card before and
after the search text. The search results are listed in a
table of the search dialog box, and you can navigate
directly to the desired measure in the measure catalog
using .
• With , you can

o Set filters; here you can define numerous selection


criteria. You can specify whether you want to
display the owner, the industry, the catalog, or
industry-independent measures, amongst others.
o Delete the filter you set
o Choose filter settings, which have been saved as
variants
o Delete filter settings, which have been saved as
variants

If a filter is set, or a variant has been chosen, the


symbol is displayed in the header of the measure
catalog.

To save a filter as a variant, choose in the filter


definition and enter a technical name as the
Variant Name as well as a descriptive name in
Description. The text you store for Description is
displayed by the system when you choose a
variant.

You can also set a measure catalog as a filter by


selecting the measure catalog and choosing Set
Catalog as Filter in the context menu.

Further Functions

Printing Measures and Measure Catalogs

47
In the context menu of a measure, you have the following
choices for printing:

Selection Result

Print PreviewPrint A preview is displayed, in which t


for the selected measure is prese
with or PrintList , you get to
dialog where you can print the vi

Print with BW Measure SourcePrint This calls up the print dialog direc
where you can print the data of t
selected measure, together with
source information.

Print Without BW Measure SourcePrint This calls up the print dialog direc
where you can print the data of t
selected measure without the da
information.

In the context menu of a measure catalog or measure group,


you have the following options for printing:

Selection Result

Print PreviewPrint A preview is displayed, in which t


hierarchy starting with the select
measure catalog or measure grou
presented; with or PrintList ,
to the print dialog where you can
view.

PrintPrint This calls up the print dialog direc


where you can print the hierarch
with the selected measure catalo
measure group.

Print with BW Measure Source Print This calls up the print dialog direc
Measures Print where you can print the data of a
measures contained in the measu
catalog or node, together with th
source information.

48
Print Without BW Measure Source Print This calls up the print dialog direc
Measures Print where you can print the data of a
measures contained in the measu
catalog or node without the data
information.

Changing the Display Language

Normally, the language of the entries in the measure catalogs


corresponds to the language you used at logon. If you maintained
the measure catalogs in several languages, you can display the
entries for purposes of comparison in another language without
having to log on to the system again. Choose  Settings
Utilities Language and choose the desired language. The
measure catalogs are then rebuilt using the selected language.

When you display the measure catalogs in a


language other than the logon language, the
entries can only be viewed but not edited. If
no translation exists in the selected
language, the elements of the measure
catalogs appear with no text.

Translating the Measure Catalog

You can translate the measures of a measure catalog into other


languages. You can translate the short and long texts as well as
the definition of a measure. The translated texts are transported
to the target system using the tools of the Workbench Organizer.

To use the translation function, you need


special authorization. For more information,
see Authorizations.

Transporting the Measure Catalog

See: Transporting Scorecards, section: Transporting measures


and measure catalogs.

49
Updating BW Master Data

The measures you maintain with the Measure Builder are also
saved into the InfoObject 0MEASURE of your default BW
system. The hierarchical structure of the measure catalog is also
replicated in your default BW system. This is necessary to enable
the mapping of measures in Measure Builder to the benchmarks
defined for this purpose. The data is normally updated
automatically in the SAP BW system every time a measure is
changed in Measure Builder. However, in the event that this
update is unsuccessful (for example, because the BW system is
temporarily unavailable due to network problems), you can force
synchronization of the data sets. Data from the Measure Builder
always has priority.

Using Measures: Update BW Master Data BW Master Data


Utilities , you replicate the Measure Builder master data of the
measures contained in the measure catalog using a report. This
replication is performed in the master data table of the InfoObject
0MEASURE of a BW system. In the dialog, which opens up, you
can select whether it concerns a test run or not; in addition, you
define the measures to be replicated, the language key, the
attributes to be updated, as well as the BW system to which they
should be replicated in this dialog. You execute the report using
.

Using Measures: Update BW Hierarchy BW Master Data


Utilities , you replicate the Measure Builder hierarchy of the
measure catalogs contained in the Measure Builder using a
report. This replication is performed in the hierarchy table of the
InfoObject 0MEASURE of a BW system. In the dialog, which opens
up, you can select whether it concerns a test run or not; in
addition, you define the measure catalog to be replicated as well
as the BW system to which it should be replicated in this dialog.
You execute the report using .

When executing these two functions, you


can select a system other than the default
BW system for the update, if you wish. You
can also select the language, in which the
data is to be updated.

Maintaining Characteristics

50
With BW Master DataUtilities , you can maintain the following
characteristics directly in Measure Builder:

• Benchmark version
• Industry
• Country key
• Company list
• Benchmark provider
• Region
• Size classes
• Type of size classes
• Measure

Editing Industry Sectors

You can edit the industry sectors that can be assigned to a


measure in Measure Builder. For more information, see Editing
Measures.

Editing Benchmark Selections

You can call up benchmark data for the measures defined in


Measure Builder. The characteristics you can use to find
appropriate benchmarks for a measure can be enabled by
choosing Selection Fields Benchmark ReportsUtilities , and you
can edit the order in which they are displayed.

Where-Used List for Measures

With the Where-Used List function in the context menu of a


measure, you obtain information of where the measure is used in
a scorecard, cockpit, or value driver tree. You also obtain
information of which other measures use the selected measure as
an operand in the calculation.

Activities
In the SEM menu, choose Enterprise Measure Performance
Measurement Management & Benchmarks to use the measure
catalog of the Measure Builder with its measures.

Measure System: Drilldown

51
Use
With this function, you obtain an overview of how a measure is
defined by means of a display that shows how other measures are
related to the selected measure. Depending on your previous
selection, you also see various value fields, such as the actual,
plan and target values of each measure.

Integration
This function is based on the definition of key figures in the SAP
Business Information Warehouse (SAP BW) component.

The formula definition of the measure in the


Measure Builder is not taken into
consideration in a drilldown as it is
exclusively based on data from the SAP BW.

Features

Functions in the GUI version

Using the menu path RefreshMeasure Tree , you read and


update the values assigned to the measures and the formulas on
which the measures are based from the SAP BW.

Using BW ReportMeasure Tree , you call up the related BW


report.

Functions in the Web version

Using Navigation On<->Off, you can display or hide the


navigation window.

You can change the zoom factor by entering a number (in


percent), or by dragging the pane in the navigation window up or
down with the mouse.

Using Legend On<->Off, you show or hide the color legend of the
values displayed for the measures.

52
Activities
GUI Version

In order to perform the drilldown of a measure, proceed as


follows:

1. In the SEM menu, choose Strategic Enterprise Balanced


Scorecard Strategy Management Management .
2. Select a scorecard.
3. Choose Analysis.
4. Select a measure.
5. Choose , or Measure TreeGoto .
6. Select the value fields that are to be displayed in the
drilldown of the selected measure.

Web Version

In order to perform the drilldown of a measure, proceed as


follows:

1. In the presentation of a scorecard, you can switch to the


detail view of a measure.
2. Choose Measure tree.
3. Select the value fields that are to be displayed in the
drilldown of the selected measure.

PARAMETERS FOR WORK ITEM VISUALIZATION


IN THE UWL

Use
There are various different working environments
available to SAP users, for example, SAP GUI for
Windows or SAP Enterprise Portal. You can use
different UI technologies in the individual environment,
for example classic Dynpros, people-centric UI,
WebDynpro, iViews, and so on. For Business Workflow,
this means that a work item may need to be processed
with different applications. When using the classic SAP

53
GUI for Windows, you might use a Dynpro-based
transaction to process a work item from the Business
Workplace. When using an application that is based on
the SAP Enterprise Portal on the other hand, you might
use a BSP-based application or an iView to process a
work item from the UWL (Universal Worklist).

You can support these various different execution


methods with work item visualization. Besides the
usual way of executing a work item (direct execution
of the object method, which is defined in the task), you
can also define an alternative visualization type. The
individual visualization types (WebDynpro, People
Centric UI, iViews) have different parameters.
Workflow visualization enables you to assign an
alternative visualization type and the corresponding
parameters to a workflow task or an object type. Using
these parameters, the UWL creates the appropriate
Web application call, for example, to start a BluePrint
BSP application.

The system contains default settings for the


visualization parameters of particular business objects.
For example, Master Data Management(MDM) has
default settings for the default methods for the objects
Business Partner (BUS1006), MDM Business Partner
(BUS1006300), Material (BUS1178001) and so on. You
can add new settings to define visualization
parameters for tasks, objects, or object methods that
you have defined yourself.
You specify the visualization parameters as a view
cluster. For more information about working with view
clusters, see: Creating a View Cluster.

Activities
You specify the visualization parameters for tasks,
object types, or object methods in the view cluster.
This gives you the option of defining the visualization
parameters generically for an object method, or
54
separately for a particular task. The visualization
parameters for a task override the visualization
parameters for a referenced object method.

Register the work item type again in the UWL each


time you change a parameter (see also: Register
the Work Item Types).

Specifying Visualization Parameters for


Tasks
1. To specify the visualization parameters, choose
Workflow → Definition Tools → Worklist Client → Workflow
Visualization Metadata (transaction SWFVISU).
2. In the Task Visualization view, specify the single-step
task and choose the visualization type, for example BSP
BluePrint.
3. Select the task and in the Visualization Parameters
view, define the parameters for this task.
The choice of parameters varies depending on the
visualization type that you select. The following table shows
the possible parameters and appropriate parameters of the
relevant launcher for the visualization types that are
supported in the UWL.

Create a View Cluster


Definition
A view cluster is a group of maintenance dialogs which are
collected in one maintenance unit for business or technical
reasons. They allow related data in more than one table/view to
be maintained consistently.

Use
Whereas only 1:1 relationships can be processed in maintenance
views (except for language-dependent texts), key extensions and
relationships of cardinality N:M can also be handled in view
clusters. Maintenance dialogs with no key, or partial key-
dependence, can also be combined into view clusters.

55
Grouping dialogs into one maintenance unit has the following
advantages for data maintenance:

• Navigation: A view cluster contains convenient standard


navigation between the individual maintenance dialogs.
This simplifies the maintenance of the data in a view
cluster.
• Consistency: The view cluster ensures data consistency
when deleting, copying, saving, retrieving and manually
transporting data. For example when an entry in a higher-
level view is deleted, , it automatically ensures that all
dependent entries in lower-level views are also deleted.

You can first split tables with a lot of fields


into various views and then collect them into
a view cluster.

Use tabs to format very wide tables with a


lot of fields.

Structure
Navigation in a view cluster is usually based on the hierarchy of
the tables/views on which the dialogs are based. A view cluster
usually consists of one or more root dialogs and the at most 14
maintenance dialogs which depend on them. A view at a lower
level has one or more additional fields in its key compared its
higher-level view. Each data record at the higher level has several
dependent data records below it.

Each maintenance dialog is an independent unit consisting of an


overview screen or an overview and a detail screen, depending on
the dialog type. As well as the data to be maintained, the
overview screen contains a navigation area, in which you can go
to higher or lower level maintenance dialogs.

One-level maintenance dialogs only contain one screen, the list


screen, in which all existing data records are displayed in a table.
In a two-level maintenance dialog, double-clicking on a data
record in the list screen takes you to the detail screen, which
displays all the fields in the selected data record.

56
Generate a maintenance dialog for each view before you call the
cluster maintenance (SM34). When you generate the
maintenance dialog, flag the key fields which are identical in the
view and its higher-level in the cluster, with the maintenance
attribute S. The system fills the key fields when you go from the
upper to the lower level, with the values of the data record
selected in the upper level. Go to the transaction SE54 to define a
view cluster.

Create a Maintenance Dialog


Use
The creation of table/view maintenance dialogs is described here.
Maintenance dialogs can be created for SAP or customer tables or
views.

There are two steps:

1. Define table/view
if the table or view does not yet exist.
2. Define maintenance dialog

Define table/view

The table/view is defined in the Dictionary. A view comprises a


primary table and secondary tables which have a foreign key
relationship to the primary table. Secondary tables can be

• Dependent tables: These are auxiliary primary tables


and have the same key as the primary table. All fields can
be maintained directly. The secondary tables are linked by
a foreign key with dependency factor "ID" and cardinality 1
or C, except for text tables, which must have dependency
factor TEXT. The logon language is assigned to the
language key when you save.

• Referred tables: The primary table contains fields which


belong to the referred secondary table. The secondary
table can have other key fields which are not known to the
primary table. The secondary table fields cannot be
maintained, they can only be displayed. The referred
secondary tables are linked by a foreign key with
dependency factor OBL or OPT and cardinality CN or N. All

57
other secondary tables which depend on the referring
table, are also only referred tables for the primary table.

You can display the view structure graphically with the View
hierarchy struct. function in the Utilities menu.

To create a table/view:

• Choose view type Maintenance view.


• All primary table key fields must be in the view definition.
• The client field must be included for client-dependent
tables/views. The field is not displayed in the maintenance
dialog.
• The language key must not be included for secondary text
tables. The logon language is automatically used in
maintenance.
• The key fields must be defined before the function fields.
Function fields and key fields must not be mixed.
• Fields of a referred table cannot be maintained and have
the maintenance attribute 'R'.
• Each field can have a maintenance attribute.

• You can specify the maintenance status of the entire


table/view with the Maintenance status option. You can:

o read only
o read, change, delete and create (default setting)
o read and change
o read and change (time-dependent views)

In time-dependent views, the key comprises


a time-independent part and the validity
range. Choosing read and change (time-
dependent views) restricts maintenance to
changing and creating the validity range of
existing keys.

Define maintenance dialog

You must specify the following parameters in the maintenance


dialog definition:

58
• Function group: the function group in which the
tables/view-specific maintenance dialog components are
generated. The function group is created if necessary.
• Authorization group: the users who are authorized to
maintain the table/view contents.
• Maintenance type: one or two-step dialog. One-step
dialogs comprise only an overview screen containing all
fields. In two-step dialogs, only the key and text fields with
a length of more than 20 characters are displayed in the
overview screen. All fields are offered in the detail screen.
• Maintenance screens: the internal number of each
maintenance screen. You can get possible values in a
search function.
• Recording routine: Specify whether and how the
table/view contents maintained with the dialog are put in a
transport.

Result
The maintenance dialog is generated after all values have been
entered. If there are no errors, the dialog can be used
immediately to maintain table/view contents.

Generate Table Maintenance


Dialog
Use
The Generate table maintenance dialog component creates
standardized maintenance dialogs for tables and views. These
dialogs can also be used to maintain table or view contents.

Integration
The component provides a standardized maintenance interface
for many customizing activities. It is also useful as a customer
table or view input tool.

Table or view maintenance dialogs are created in the ABAP/4


Workbench under the menu path Development  Other tools 
Gen.tab.maint.dialog. To maintain table or view contents choose
Services  Ext. tab.maint. at any time.

59
Maintenance dialogs and data which were created, changed or
deleted with the maintenance dialog can be transported into
other R/3 Systems.

Functionality
The component creates maintenance dialogs which are
standardized in their:

• functionality
• interface
• maintenance screen
• navigation
• enhancement options
• maintenance

Initial screen
Use
The initial screen contains several processing functions. You can
manage the objects which are required for the preparation and
generation of a maintenance dialog, with these functions.

Functions
These are the following functions:

• Edit table/view

Display or maintain the table/view and maintenance dialog


definition or the authorization groups and their assignments. You
can also delete either the table/view incl. maintenance dialog
(Dictionary  Delete) or individual generated objects (Generated
objects  Delete).

• Edit function group

Change function group text and source texts. You can also reset
the group-specific programs:

60
structure-spec. PAI module

structure-spec. data declarations

structure-spec. Form routines

gen. data declarations

main program function group

Dialog changes can be lost by resetting the function


group general data declarations and main program.

• Edit view cluster

Go to view cluster definitions.

• Edit view variants

Create view variants.

• Test table/view

Enter a dialog name and call the dialog.

Travel Planning (FI-TV-PL)


Purpose
Travel expenses are one of the largest personnel-related cost
factors and offer great cost-saving potential.

The R/3 component Travel Management - Travel Planning with its


connected online booking service contributes greatly towards
reducing your trip process costs. Using Travel Planning you can
reduce the instances involved in the planning and booking
process of a trip, simplify the process itself and automatically
include enterprise-specific travel policies. It also improves the
transparency of the costs and the cost-incurring areas/employees.

61
The use of Travel Planning provides an important strategic
advantage for the role of the travel manager in your enterprise.
The business volume statistics and reporting tools in Travel
Planning deliver concrete arguments for rate negotiations with
service providers. The travel manager is relieved of routine tasks
and can therefore concentrate on more strategically important
tasks, such as system and quality management and the control
and optimization of internal enterprise processes.

Travel Planning also extends the employee responsibility. The


functions are not only designed for experts who use the system
on a daily basis to book travel services, they are designed
particularly to assist the occasional users. Such occasional users
could be, for example, the travelers themselves or the area
secretaries who have to deal with the organization of trips for
several travelers.

Cost advantages are also made due to the link between Travel
Planning and SAP Business Workflow, using which the approval
processes can be defined uniquely and the complex approval
procedure implemented successfully.

Implementation Considerations
In order to make full use of the information and booking functions
available in Travel Planning you must set up a connection to
global reservation system, via which communication with the
service providers can be made.

The current connection is to the AMADEUS Global Travel


Distribution reservation system. This system is in use world-wide
and has 160,000 terminals in 37,000 travel agencies and ticket
sales centers connected to it.

Integration
The following data from Travel Planning is transferred
automatically to Travel Expenses in SAP Travel Management:

• Date and time


• Reason, destination
• Receipts with airfares, car rental prices and hotel prices
• Stopovers

62
From Travel Expenses an automatic transfer can be made to:

• Financial Accounting (FI)


• Payroll (HR)
• Controlling (CO)

Features
The following functions are available for you to use in Travel
Planning:

• Access to provider-independent information services for


flights, hotels, car rental and rail
• Online booking of flights, hotel rooms and car rental
• Consideration of internal travel policies for queries and
bookings
• Possibility of setting up an enterprise-specific hotel catalog
• Automatic consideration of agreements made with travel
service providers
• Automatic consideration of travelers' personal preferences

• Statistics and reports for trips taken to analyze the trip


behavior of the employees or to aid negotiations with
travel service providers

• Full integration of data in Travel Expenses

The Overall Process of Travel


Management
Purpose

The goal of this process is the complete, integrated


management of all processes involved in a business
trip and the travel expenses incurred. The process
includes the entire procedure of requesting and
planning a trip, accounting the travel expenses and
the correct taxation in Payroll Accounting (HR), correct
posting of the travel expenses in Financial Accounting
(FI), and clearing in Controlling (CO) or Funds

63
Management (FI-FM) according to the allocation-by-
cause principle.

Process Flow

The overall process can last a relatively long time, with


the actual trip representing the focal point in this
process. The following gives an example of the process
flow in decentralized organization in which the traveler
represents the central figure. Other forms of
organization are, of course, also conceivable. For more
information, see the unit Roles in Travel Management.

Travel request

1. The traveler uses the R/3 System to submit a travel


request to the relevant superior. The travel request
supplies the superior with information such as the date,

64
destination, and purpose of the trip, the transportation and
accommodations required, the requested advance and the
estimated costs for the trip.

See also: Travel Request (Travel Manager), Trip Status


(other entry scenarios)

2. The superior can approve the request, send it back for


corrections, or reject it.

See also: Approve Travel Request (Travel Manager),


Approval of Trips

3. If an advance is requested and approved, there are the


following options for payment:

o Cash payment by cash office


o Payment by check
o Bank transfer to the employee's bank account (via
DME)
o Forwarding of the amounts for payment to financial
accounting

The paid amounts in the first three cases are, however, also
forwarded for posting to financial accounting.

See also: Scenarios of Advance Payment

Travel planning

4. After a travel request has been approved, the traveler


determines the available travel services (flight, hotel, car
rental; in Germany also: train) in a travel plan and books
them online in the R/3 System. The reservation takes place
via a Global Distribution System (GDS), that must be
connected with the R/3 System. During selection and
booking of services, the system checks the consistency of
the entries with the company's travel policies, which are
stored in Customizing for Travel Management. At the same
time it takes any existing enterprise-specific rates and
rebate agreements into consideration during booking.

See also: Travel Planning, Entry Scenarios of Travel


Planning

65
5. When the traveler has recorded the travel plan, the
booking code (PNR) is entered in the processing queue
of the travel agency that is connected with the company.
The travel agency checks the correctness and consistency
of the booking.
6. If changes are made to the booking outside of the R/3
System, they are transferred to the R/3 System in a
synchronization process.

See also: Synchronization Between SAP Travel Planning


and the Reservation System

7. The travel plan is also transferred to the relevant superior


for approval. As soon as the superior has approved the
travel plan, the travel agency can issue the ticket and the
trip documents and send them to the traveler.

See also: Approval Process of Travel Planning

Travel expenses

8. After the trip has been taken, the traveler completes his or
her travel expense report, including all necessary data
and documents. The system takes all the statutory and
enterprise-specific specifications stored in Customizing
into consideration and checks the consistency of the
entries with these specifications.

See also: Travel Expenses, Trip Data Entry (Travel


Expenses)

9. The expenses department checks the travel expense


report and the original documents and receipts. Now the
travel expense report is sent to the superior for approval,
who can then release it for settlement.

See also: Approval of Trips

10. As soon as approval is granted, the trip is settled in the R/3


System: On the basis of the trip provisions set for the
relevant traveler, the system determines the travel
expense results, especially the amount for reimbursement.
To determine the reimbursement amount, you can choose
between per diem/flat rate reimbursement and

66
reimbursement according to individual receipts for meals,
accommodations and travel costs; for all other categories,
reimbursement on the basis of individual receipts must be
used.

See also: Settlement of Trips

11. The travel expense results are prepared to suit the


method of payment chosen and made available to the
corresponding components (Financial Accounting, Payroll
Accounting, Controlling Funds Management) with the
appropriate additional information.

See also: Transfer to Accounting, Transfer to HR Payroll


Accounting, Transfer to Data Medium Exchange (DME)

12. The payment of reimbursement amounts can now


take place as follows:

o By check
o Via Payroll Accounting
o Via Financial Accounting
o By bank transfer to the employee's bank account
(via DME)

The travel expense results are always, however, transferred for


posting to Financial Accounting. Transfer of amounts to
Controlling takes place via Financial Accounting.

4. The traveler receives a travel expense statement with


the relevant trip data and the corresponding settlement
results.

See also: Forms for Travel Expense Statements

Result

A single, complete record of the facts of a business trip


has been made in the R/3 System. The travel planning
data was recorded in the system for approval or
reservation purposes. The documents were issued on
the basis of the reserved travel services. The R/3
System has accounted the travel expenses incurred by
67
the trip and forwarded them for further processing in
Financial Accounting, Controlling, Funds Management
and, if necessary, Payroll Accounting.

See also

For more information on the interactive process of


Travel Management, see the relevant ASAP
documentation.

Calling Travel Management


You can call R/3 Travel Management from the SAP Easy Access
menu as follows:

• Accounting  Financial Accounting  Travel Management


• Human Resources  Travel Management

Roles in Travel Management


Use
Beginning with Release 4.6 roles (single or composite roles) are
available in SAP Travel Management that cover the most
important tasks of the employees involved in processing trip data.
By assigning a role to a user you ensure that the user can use a
purely task and function based method of working in the R/3
System.

The roles in SAP Travel Management support both the


decentralized and central organization of the trip process, as well
as a mixture of the two with the focus on decentralization.

For the decentralized organization the travelers are responsible


for entering their own travel requests, travel plans and travel
expenses in the system. For a mixed or central organization these
tasks are carried out by a travel assistant on behalf of several
travelers. The role of the travel administrator allows the

68
settlement of travel expenses to be organized centrally, whereby
the settlements are entered and checked centrally.

You can adjust the roles defined as standard to meet your


individual requirements. You can also create new roles.

The following roles are defined as standard for SAP Travel


Management:

Traveler SAP_FI_TV_TRAVELER

Travel assistant SAP_FI_TV_TRAVEL_ASSISTANT

Travel administrator SAP_FI_TV_ADMINISTRATOR

Approving manager SAP_FI_TV_MANAGER_GENERIC

Payer of trip advances SAP_FI_TV_ADVANCE_PAYER

Travel manager SAP_FI_TV_TRAVEL_MANAGER

Activities
To display, create or edit roles, choose from the SAP Easy Access
Menu Tools  Administration  User maintenance  Activity
Groups (User Roles).

Travel Manager: Cross-Process


Entry
Use
The Travel Manager, with its simple and intuitive handling, is
directed at occasional users who want to process their own trips
or those for the few travelers assigned to them. The Travel
Manager covers all the process steps in Travel Management in a
single transaction with a uniform interface design.

69
You can use the Travel Manager (depending on your enterprise-
specific Customizing settings) to:

• make a travel request


• plan a business trip and book travel services online
• settle travel expenses

Integration

• As the Travel Manager supports the whole process of the


Travel Management component, the data is fully
integrated in Payroll (HR), Financial Accounting (FI) and
Cost Accounting (CO) or Funds Management (FM).

• You can obtain reporting data via the Business Information


Warehouse (BW) or the reports of the R/3 Travel
Management component. The reporting data covers both
pre-trip and post-trip reports.

Travel Manager Screen Areas


The screen is divided up into three functional areas:

Description Function

Menu area Here you can navigate using the menu bar,
standard toolbar and application toolbar.

Overview area Here all the general trip data and status of the
travel requests, travel plans and travel expenses
statements created for a personnel number are
listed in table form.

To view the trip details you can expand the


overview area using the mouse or the blue arrow
at the top border.

You can navigate to the individual trips with a


single mouse-click in the overview tree.

Processing Here you can select the processing function


area (create travel request/travel plan/travel expenses

70
statement) or enter the trip data for the
respective processing function.

Working with the Travel Manager


In each section of the Travel Manager (travel request, travel
planning and travel expenses) you can work through the screen
from top to bottom (as you are used to doing with printed forms).
You carry out these actions in the processing area. You do not
have to switch between tab pages or screens, all the data is
available at all times in the overview.

In the processing area you can open ( ) or close ( ) the


individual data areas using pushbuttons. This allows you to
choose between displaying all your data or displaying data from
selected data areas.

Travel Request

71
Definition
The travel request is an information unit containing all the data
that a traveler wants to forward for approval/advance
payment/booking or that a superior needs to know before
approving a trip. The travel request is part of the travel
manager entry scenario that accompanies the whole process of a
business trip from the request, planning and booking, through to
its settlement.

Use
The travel request in SAP Travel Management includes the
system-aided handling of the request and approval process of
business trips. Paper forms are replaced by an electronic request
that can be sent from the R/3 System to the respective superior
for approval.

You can call the travel request object at any time from the
overview area of the Travel Manager. You can therefore always
keep track of the approval status and the approved trip details
and view them at a later date (for example, to compare the facts
with the corresponding travel expenses statement).

As you can enter the type and number of transportation and


accommodations required for the trip in the travel request, this
can (if the travel does not have the authorization for booking) be
used as a reference for booking a trip. The travel agency or area
secretary responsible, with the necessary booking authorization,
can, based on the travel request, arrange the necessary travel
services using Travel Planning in SAP Travel Management.

Structure
The travel request covers the following entries:

• trip date and time


• trip destination and reason
• any other destinations during the trip (itinerary)
• required trip advances
• different cost center to the master cost center, to which
the travel expenses are to be assigned
• additional notes to the trip

72
• number of travel services required (flight, hotel room, car
rental, rail trip)
• estimated total cost of trip

Integration
Due to the integration with Travel Expenses the travel request
data is forwarded directly to Travel Expenses. The corresponding
object Travel Expenses then automatically contains, for example,
the general data of the trip (such as date and reason), any
stopovers or requested trip advances and the assignment of the
costs to a cost center other than the master cost center.

The use of the travel request is thus linked to the use of Travel
Expenses. In addition to the travel request you can also use
Travel Planning to determine available flights, hotels, car rentals
and trains and for the online booking of these services.

Implementation Considerations
You activate the travel request object in the Customizing for SAP
Travel Management under Integration of Travel Planning and
Travel Expenses  Activate request/plan/expense report in
travel manager.

Travel Management and System


Infrastructure

Possible System Combinations


R/3 Travel Management (TRV) can be used

1. in combination with R/3 Human Resources (HR) and R/3


Accounting (AC)
2. in combination with HR and separate from AC
3. in combination with AC and separate from HR
4. separate from HR and AC

73
Depending on the configuration Support Packages (SP) and HR
Support Packages (HR SP) have to be imported into the respective
systems.

Advantages/Disadvantages of Cases 1 - 4
Case 1: Travel Management, HR and Accounting are in one
system

Advantages:

• No need for distribution of:

 HR master data
 Travel expense results to Payroll
 CO receivers

74
• Validation of CO receivers is carried out locally
• Synchronous posting of travel expense results to
Accounting

Disadvantages:

• Human Resources, Accounting and Travel Management


have to have the same release status
• Lack of flexibility

• Possible capacity problems

Case 2: Travel Management and HR in a system separate


from AC

Advantages:

• No distribution of travel expense results for Payroll


• Travel Management and Accounting can have a different
release status
• Existing accounting systems can be connected

Disadvantages:

• Remote validation of CO receivers in Accounting via ALE


• CO receivers have to be replicated in the Travel
Management system to provide a correct input help for CO
receivers
• To create person-related vendors automatically, the HR
master data (Infotypes 0000, 0001, 0002, 0003, 0006,
0009, 0017, 0105) has to be replicated in the Accounting
system via ALE.
• Asynchronous posting of travel expense results to
Accounting via ALE. To guarantee a successful posting to
the Accounting system in this case, the posting run has
to be validated before it is sent.

Case 3: Travel Management and AC in a system separate


from HR

75
Advantages:

• No distribution of CO receivers is required


• CO receivers are validated locally
• Human Resources and Travel Management can have a
different release status
• Synchronous posting of travel expense results to
Accounting. In this case documents in a posting run
containing errors can be rejected

Disadvantages:

• HR master data (Infotypes 0000, 0001, 0002, 0003, 0006,


0009, 0017, 0105) has to be replicated via ALE
• Travel expense results for Payroll have to be replicated via
ALE
• Both the Support Packages and the HR Support
Packages have to be imported into the Travel
Management/Accounting systems.

Case 4: Travel Management, AC and HR are in separate


systems

Advantages:

• Human Resources, Travel Management and Accounting


can all have a different release status
• Maximum flexibility
• Existing Accounting and HR systems can be connected

Disadvantages:

• HR master data (infotypes 0000, 0001, 0002, 0003, 0006,


0009, 0017, 0105) has to be replicated in the Travel
Management system via ALE
• To create person-related vendor master records in
Accounting automatically, the HR master data (infotypes
0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to
be replicated in the Accounting system via ALE.
• Travel expense results for Payroll have to be replicated via
ALE
• Remote validation of CO receivers

76
• CO receivers have to be replicated in the Travel
Management system to provide a correct input help for CO
receivers
• Asynchronous posting of travel expense results to
Accounting via ALE. To guarantee a successful posting to
the Accounting system in this case, the posting run has
to be validated before it is sent.

See also:

Criteria for Selecting a System Infrastructure

Transfer to Accounting

Transfer to HR Payroll

For more information on setting up ALE scenarios, see, for


example, the implementation guide (IMG) for Basis under
Application Link Enabling (ALE) Predefined ALE
BusinessModeling and Implementing Business Processes
Processes

• Human HRResources <-> Set Distribution of Trip


Accounting ResultsHR
• Human HRResources <-> Set up Trip Costs
TransferAC
• Human HRResources <-> Set Up Integration of Travel
Management andAC Funds Management

Criteria for Selecting a System


Infrastructure

77
Note that a validation of the posting run must always be made
before an asynchronous transfer of the travel expense results to
Accounting. This is the only way to guarantee that the dataset to
be posted can always be posted to Accounting.

* Only required if the person-related vendor master records are to


be created

or maintained automatically.

Transfer to Accounting
Purpose
To use the travel expenses results for external accounting
processes (Financial Accounting) and internal accounting
(Controlling), you can transfer them to R/3 Accounting. The goal

78
of the entire business process is to attain correct posting of travel
expenses to Financial Accounting and source-related cost
accounting in Controlling.

In this process, R/3 Travel Management prepares settlement


results so that Accounting can interpret them directly and create
posting documents.

General Process of Transfer of Travel Expenses Results to


Accounting

Prerequisites
The transfer of settlement results to Accounting requires
extensive system settings. You can specify them via Customizing
for Travel Management.

Process flow

79
The process is based on the Management of Posting Runs. It
begins with the creation of a posting run, includes (repeated)
checks and ends with the posting of a posting run.

Result
The system has

• Collected the settlement results as trip transfer documents


in a posting run
• Checked the posting run to see if all addressed accounts
and account assignment objects may be posted to
• Transferred the data to Accounting for further processing

Transfer to HR Payroll
Purpose
If Travel Management is integrated with HR Payroll, the travel
expense results can be transferred from Travel Management and
taken into consideration in Payroll. The transfer makes it possible
to carry out payment of travel expenses via payroll.

Regardless of whether payment is to be performed via payroll,


transfer is necessary if an enterprise gives its employees payment
in kind in the form of meals, for example, or reimbursement rates
that are higher than the statutory tax-free rates that must be
entered in payroll for taxation.

General Requirements for Integration of


Travel Expenses in HR Payroll
The integration of Travel Expenses in HR Payroll is set up in
Customizing for Travel Management. In the feature for settlement
control (TRVPA), you specify whether integration with Payroll is to
be set up and how the payroll period is to be checked against the
payroll period from the personnel control record (PA03).

To be able to process the travel expenses results in Payroll, the


country-specific travel expenses subschemas must be activated in

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the country-specific payroll schemas. You can activate these
subschemas via Travel Management Customizing.

For German Payroll, subschema DREI (transfer of


travel expenses to payroll) must be inserted and
activated after subschema DT00 (gross pay) in
settlement schema D000 (settlement schema for
Germany).

Scenario 1: Transfer of travel expenses results


within one logical system

If Payroll and Travel Management are installed in the same logical


system (same R/3 System and same client), the payroll program
can import the travel expenses results directly from Travel
Management and process them.

Prerequisites

The integration of Travel Expenses in HR Payroll must be set up.


To transfer travel expenses results to HR Payroll, these must have
first been created in Travel Expenses of Travel Management.

Process Flow

The payroll program RPRCALCx0 is started in Human Resources


Management. For each selected personnel number, the program
checks to see if there are settled trips in Travel Expenses that can
be included and processed in this payroll run.

Result

The travel expenses results have been calculated for taxation via
payroll. The travel expenses are paid via payroll if the wage types
for travel expenses have been set accordingly.

Scenario 2: Transfer of travel expenses results


between separate logical systems

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If Travel Management and Payroll are installed in different logical
systems, transfer of travel expenses results to Payroll is
asynchronous.

Travel Management is installed in a different R/3


System than Payroll.

Travel Management and Payroll are installed in the


same R/3 System but in different clients.

Technical details regarding transfer between


separate logical systems

During transfer via program RPRPAY00, the relevant data is


transported from the cluster TE of each trip in the Travel
Management logical system to the logical system of Payroll and
stored there in the local clusters TE. Payroll accesses these local
cluster TE copies. During transfer of travel expenses results,
retroactive settlement data and correction indicators may be set
(in infotype 0003) for the corresponding personnel numbers.

Travel Management function lock in Payroll

To prevent data inconsistencies between the logical systems of


Payroll and Travel Management, the Travel Management
functions and processes should be locked in the logical system of
Payroll. Locking via the report RPRTLOCK can only take place at
the transaction level and therefore applies for all clients of an R/3
System. Locking can be reversed using report RPRTULOC.

If the logical systems of Payroll and Travel Management are only


installed in different clients but within one R/3 System, this lock
can not be effected at the transaction level and, therefore, not
with report RPRTLOCK. The Travel Management functions and
processes must in this case be locked in the client in which Payroll
is installed by means of authorization checks to prevent them
from being performed.

Prerequisites

The integration of Travel Expenses in HR Payroll must be set up.


To transfer travel expenses results to Payroll, these must have

82
first been created in Travel Expenses of Travel Management.
Feature TRVPA must be coded identically in the Payroll and Travel
Management systems.

Process Flow

1. Transfer of travel expenses results takes place via the


program RPRPAY00 in Travel Management.

In the process, the relevant trip data is copied to the


logical system of Payroll. The program can be started
manually by an employee or directly by the travel
expenses program.

2. After the payroll program is started, the travel expenses


results are read locally in the logical system of Payroll.

Result

The additional amounts for trips have been calculated for taxation
via payroll. The travel expenses are paid via payroll if the wage
types for travel expenses have been set accordingly.

Posting of Travel Expenses with Payment


via HR Payroll

Scenario 1: Direct posting of travel expenses via


HR Payroll

If you do not require posting of travel expenses per employee or


trip in your company, the travel expenses wage types can be
posted with the payroll results to Financial Accounting.

Beginning with Release 4.0 the settlement results can be


prepared for posting to Financial Accounting in the HR system by
starting the program RPCIPE00. This creates a document in HR.
This document can then (possibly as an IDoc) be transferred to
Financial Accounting.

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However, with this procedure, the personnel
number and the trip number are not transferred
with the posting document. Thus the line items can
not be assigned to individual employees or trips.

This scenario can only be used if only the input tax


code, and no further information, is required for the
tax calculation. This means, for example, that this
scenario cannot be used in the USA or in Canada.

Scenario 2: Indirect posting of travel expenses


via own clearing account

If, in your company, travel expenses are to be posted to expense


accounts per individual employee and trip, this is the only
method you can use.

Beginning with Release 4.0 the settlement results can be


prepared for posting to Financial Accounting in the HR system by
starting the program RPCIPE00. This creates a document in HR.
This document can then (possibly as an IDoc) be transferred to
Financial Accounting.

The travel expenses are then first posted by HR to a clearing


account in Financial Accounting. This clearing account must not
allow an input tax code or account assignment entry but must
expect a personnel number.

In table T52EK (symbolic accounts HR) code the wage types to a


symbolic account with the account assignment type 'Q' (balance
sheet account with personnel number). You make the assignment
between the symbolic wage type and the wage type in the HR
table T52EL.

You have to have coded the assignment of wage


type to symbolic account and the conversion of
symbolic account to expense account in
Customizing so that the travel expenses wage
types supply the travel expense accounts and, as
the offsetting entry, the clearing account that has
already been posted to from HR Payroll (the

84
number of the clearing account is in transaction
HRP).

In the Travel Expenses system start the program RPRFIN00


(release < 4.5; batch input) or RPRFIN00_40 (release >= 4.5;
Posting Run). This clears the clearing account and the travel
expenses accounts can be posted to per individual employee or
trip.

Posting via a Clearing Account


Assume the symbolic account of the travel expense account is
X1.

The wage type to be transferred directly is MJ10.

You must already have stored the following keys in Travel


Management Customizing:

1. In the activity: Define wage type - symbolic account


assignment

Wage type 1. Posting 2. Posting

MJ10 +X1

2. In the activity: Conversion of symbolic account to expense


account:
a. In the procedure HRT (Travel expense postings to
expense account)

General modification Account

1X1 474210 (Travel expense account)

b. In the procedure HRP (Travel expense postings to


clearing account)

General modification Account

1RR 474240 (Clearing account)

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Make sure that you have entered the posting keys
correctly.

Overview of Postings
With this coding, for example, the system posts the amount 10 as
follows:

Note

So that the wage type is posted to the travel clearing account by


RPCIPE00 with the personnel number, you must code the wage
type for the posting of settlement results appropriately.

You make this coding in the Customizing of Payroll for the


respective country under Reporting for Posting Payroll Results to
Accounting.

• Activities in the HR section Maintain Wage Types


• Activities in the AC section Assign Accounts

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Chapter iv Realisation of Projects

REALIZATION

Purpose
In this project phase, settings are made and tested for
the master data, organizational units and business
processes selected in the Business Blueprint phase.

Prerequisites
The Business Blueprint has been completely created
and approved.
The development system (DEV) is available.

Process Flow
The following Realization phase project steps are
supported by the SAP Solution Manager:
 Customizing Distribution
 Configuration
 Consistency Check
 Set-Up Project Systems
 Test Organization

Result
You have made and tested all required system
settings.

CUSTOMIZING DISTRIBUTION

Use
You often have to make selected customizing settings
match in various systems within a system landscape.
You can use the Customizing Distribution to
synchronize selected customizing settings in a source
system (e.g. SAP R/3) with the customizing settings in
the target systems (e.g. an SAP CRM system).

87
The system which is the reference for the
Customizing Distribution is also referred to below
as the source system. All other systems in your
system landscape are referred to as target
systems and are synchronized with the source
system.

Integration
The Customizing Distribution synchronizes the
customizing settings when implementing or updating a
system landscape. Before you synchronize customizing
settings, you can compare them with another tool, the
Customizing Scout,.

Prerequisites
You have made all necessary System Settings for the
Customizing Distribution. You have ensured that the
Customizing ID Mapping Framework is not used in
more than one customizing object and system at the
same time.

Features

Automatic distribution of customizing


You can perform the following functions on
customizing settings in a development landscape with
the Customizing Distribution:
 initial download from a source system into a target
system (initial distribution)
 timed distribution
 distribute automatically after each transport
release or customizing change (from SAP R/3 4.6C)
 distribute manually.
The Customizing Distribution starts a process which
transfers the customizing into the target systems. The
Customizing Distribution writes all distributed
customizing changes in transport requests, so that you

88
can transport the customizing changes from the
development systems into the quality assurance and
production systems.

You can only select one distribution type per Solution


Manager project and source client, i.e. you must
decide whether you use timed Customizing
Distribution, or distribute after transport release or
after customizing changes. Only one distribution type
per source client is also allowed for non-project-
specific Customizing Distribution.

Predefined objects for Customizing


Distribution
Certain customizing objects which must be
synchronized in a development landscape are
predefined in the system (Synchronization Objects).
You can select synchronization objects and other
customizing objects for the distribution with the
Synchronization Group Editor.

For further information about which customizing


objects can be distributed, see Suitable Objects for
Customizing Synchronization.

Display Customizing Distribution in the


Implementation Guide
An icon in the component system Implementation
Guide (IMG) indicates whether the customizing of an
IMG activity was changed by the distribution. To
display this icon in the IMG, the component systems
must contain the software component SAP_BASIS with
the following Basis Support Packages:
Basis support packages required to display the icons in
the IMG

SAP_BASIS Basis support package


6.10 24

89
6.20 7
6.30 and higher -

Lock distribution-relevant customizing


objects in the target systems
You can automatically lock the customizing objects or
key areas which are to be changed by the Customizing
Distribution. The entire customizing object is locked.
You can filter the locks to specified key entries, which
lets you add other, for example target system-specific
entries, in the target system.

You can only lock standard customizing objects, i.e.


objects of type View (V), View Cluster (C) and Table
with Text Table (S). You can only lock other
customizing objects organizationally.
CONFIGURATION

Use
This project step configures the process requirements
specified in the Business Blueprint phase, in the
system.
If you use objects from the Business Process
Repository in your structures, they may already be
assigned to transactions and BC Sets. If you create
structures without objects from the Business Process
Repository, you can assign transactions yourself in the
transaction Business Blueprint, and BC Sets, IMG
objects and test cases in the transaction Configuration.

Prerequisites
You have selected scenarios and processes, or created
your own processes using the Business Process
Repository, in the Business Blueprint phase.
You are now in the Realization phase and have called
the Configuration transaction.

90
Features
This project task comprises the following steps:
 Assign Transactions/Programs
You can call assigned transactions, add new ones or
remove superfluous ones from the project scope, in
the Transactions tab.
 Assign/Edit BC Sets
You can assign BC Sets to project steps, display the
contents of the assigned BC Sets and delete
superfluous BC Sets from the project scope, in the
Configuration tab.
You can activate one BC Set or all BC Sets assigned to
a process.
You can create new BC Sets for project or company-
specific settings, which you e.g. want to use in a group
rollout or to create your own solution, in the
application system, and assign them in the Solution
Manager.
 Assign IMG
You can assign IMG objects to the project steps. You
can display and edit these settings, and the settings
made by BC Sets, in the Implementation Guide.
 Edit Test Cases
You can make initial function tests after the
configuration. You can also run CATTs to see how a
transaction works. You can also create test cases.
 You document the settings relevant for the
configuration along the project structure, in the Project
Documentation tab or in the IMG.
 Create/Change Problem Messages

Activities
1. ...
1. Cross-Scenario Configuration:
1. a. Create a configuration structure
for the basic settings of your solutions, e.g. for
SAP CRM 3.1, under Configuration in the
business process structure.

91
2. b. Configure these basic settings.
2. Configure your business scenarios under Business
Scenarios in the business process structure, e.g. for the
scenario E-Selling.

COMPARE CROSS-COMPONENT CUSTOMIZING

Purpose

When you have implemented and configured a


mySAP.com system landscape, you have customized
various mySAP.com application components. Your
mySAP.com system landscape comprises various
components which have their own (independent)
customizing tables (technical view). The components
also need joint customizing (for practical reasons).

For example, when you implement e-Business


software, you use a system landscape in which an SAP
R/3 System works with an SAP CRM. Ideally, the CRM
system uses data in the SAP R/3 System. In particular,
the configuration of the two systems must match in
certain areas. Joint customizing must be synchronized.
In particular, changes in SAP R/3 can require changes
in an SAP application component.

So you must check the consistency of your customizing


regularly, i.e. check whether the SAP R/3 customizing
is still synchronous with the application component
customizing. The Solution Manager contains a tool
which compares customizing in mySAP.com, the
Customizing Scout.

Prerequisites

You have configured your business processes in the


Realization phase of your project. You may also have
used the Customizing Distribution to distribute and
synchronize customizing in your system landscape.
92
Process Flow

1. You use the Customizing Scout to compare


customizing objects in selected mySAP.com system
landscape components, with customizing objects in
SAP R/3.
2. You can use the comparison to eliminate
differences in the customizing of the systems, for
example by using the Implementation Guide (IMG), or
the customizing distribution again, after the
comparison.

Business Process Reengineering and


ASAP : Side-by-side

Business Process Reengineering (BPR) is often referred


as as-is and to-be modelling. This is because the main
characteristic of BPR is analysing of current business
system before ERP implementation and what the new
business process be after implementing ERP.

Some distinctive characteristic of BPR approaches


(BPRC, 1996)

• View company as “open socio-technical systems”


which has to be more concern in customer
satisfaction rather than business-only oriented.

It has been over a decade where most


companies were only concern with their
production strategy on how to produce a product

93
or provide a service in the most economical way.
Came out of this method they were ended up by
producing in volume most of their products
which in turn, high competition and price cutting
as well as stocking and devaluation became a
significant issues for companies. This has been a
huge lost throughout the business. Companies
now are enforced to accurately measure their
production capacity and market demands as well
as trends. They are expected to be able to
produce a product which suits and satisfy each
customer and yet delivering their products in the
right time with the right strategy.

• Production can be examine more from process


oriented and not individual tasks.

Rather than concentrating in each individual


tasks, through BPR companies are now obligated
to put their attention in group of processes which
consist of several consecutive tasks. By doing so,
the production strategy can be easily adjusted
when the trend or marked demand changes.
Individual tasks will be handled more in
teamwork level of production where different
skilled of personnel will have their own authority
and power to make decisions which in turn will

94
result a better product and more efficient
processes.

• Attempting to rebuild the whole company policy


from the scratch.

ERP is such a huge system which its existence


requires radical and thorough change throughout
company processes. For such major tasks,
company will be required to develop policies
from scratch as their existing policy is nowhere
near to suit the ERP system. Attempting to use
the existing policies will make the whole
processes longer than what expected.

• Thinking in a completely new way in doing


business.

ERP implementation bringing completely new


ideas in doing business. Because of its integrity
of the system, companies are capable doing
things which they had never done before. Also
with this capabilities, most of business process
theories have to be reviewed and adjusted to
match the current business practices.

• Assume stability as stagnate of business and


continuously making a significant progress
instead.

95
ERP born as a dynamic system which expects
dynamic approaches in its implementation. Many
people said that ERP implementation will never
end and it requires constant adjustment and
upgrades. Change is constant. Stable business is
considered as dead and because of extreme
competition, business required to make a
significant progress to survive.

• Establish company wins in “measurable benefits


in competitive performance, such as increased
revenue, enhanced quality, shorter cycle times
and an improved cost base”.

Through BPR companies are expected to


underline their wins in measurable benefits to
compete in the market. Some of the aspects
which may be considered are increasing
revenue, enhancing products quality and
producing in shorter times.

• Change company from centralised command by


assigning “more local empowerment and
autonomy”.

One of the critical methods in BPR is


decentralisation of authority. Company is
enforced to spread its power throughout the
systems to increase the efficiency and reduce

96
time wasted for information flows between
components of production process.

• Establishing a great teamwork which each


member are qualified and skilled to produce the
best outcomes.

The key success of BPR is a solid teamwork


which consist of qualified, skilled, dedicated and
trustworthy members in order to be able to
produce the best possible products in a highly
efficient ways.

The main initial step of Business Process


Reengineering is analysing current company system
and planning the new system in which the company
ideally will be moved forward to. The existing business
processes and system will be thoroughly examined
and documented so that when the major changes
happening, the company will be able to measure any
movements throughout its system.

This can be a lengthy and costly process and in most


cases this reengineering process will never end as
everyday the company may implement a new thing.
Just documenting those existing system can be a
painful moment for the company even though the new
system only require minor changes.

97
ERP implementation is undoubted requires major
changes throughout the company. In many cases, the
company needs to restructure the whole business
processes and its system. As any other new system,
ERP implementation requires Business Process
Reengineering. But, can BPR cope up with such a huge
system implementation? How long will BPR process be
before ERP can be implemented, go-live and ultimately
giving Return On Investment (ROI)? Or, will it finish
ever?

ASAP & BLUEPRINT

In order to overcome the needs of BPR which


remarkably require a long process, SAP has developed
an implementation methodology to speed-up the
whole process by instantly implementing principals
which has been underlined by SAP business process
recipes.

SAP as a major ERP developer providing a considerable


solid collaborated system has came up with an instant
process to simplify its implementation. Accelerated
SAP as a part of TeamSAP and SAP’s is a
comprehensive solution which capable to handle
continuous change by optimising time, quality and
efficient use of resources (Ciudad Futura).
98
Three main components of ASAP

• ASAP’s Roadmap

Roadmap is consist of project plan, detailed


description on what to do, how to do, why doing
it and ultimately underline the level of urgency
of each individual processes (Ciudad Futura). In
here, detailed project management and
individual roles of each business component are
clearly identified and finalised (General SAP
Roadmap).

Five stages of ASAP’s Roadmap are (General SAP


Roadmap):

o Project Preparation

In this phase, project leader or key


executives will define clear project
objectives and the whole decision making
mechanism. Documentation plays an
extremely important role in this phase;
every predicted or unpredicted tasks and

99
events will be documented as well as
uncompleted tasks which require more
attention. Both internal and external issues
need to be documented as well.

o Business Blueprint

In this phase scope of the SAP


implementation is clearly decided and
defined. Selection of business module or
function which need to be implemented
and all business requirements are detailed
and documented as Business Blueprint.
There are various tools which may be used
in this phase including:

• ASAP Implementation Assistant

• Q&A Database

• Business Process Master List (BPML)

• SAP R/3 Structure Modeller and

• Business Navigator.

Another critical activity described in this


phase of implementation is Project
Management which include:

• Conduct meeting for project team


and committee meeting

100
• General project management

• Describe any issues related to


business change management

o Realisation

This is the phase where the actual SAP R/3


is installed and configured. The
configuration is consist of two steps:

• Baseline configuration

At this step, the company requires to


clearly identify, plan, schedule and
monitor the R/3 configuration
including monitoring and testing the
whole installation process.

• Final configuration

At this step, project manager is


checking the status of system,
completeness and readiness of the
system by conducting independent
quality audit both internally and
externally.

o Final Preparation

The aim of this phase is final preparation of


SAP R/3 system before going live in real

101
production area. Included in this phase are
testing, end user training, overall system
management and finalising company
readiness to go live. All the processes
during this phase will be monitored by
project manager.

Also in this phase, the R/3 system will be


handed over to the individual user who will
actually run the system in day-by-day
basis. Those users will be prepared by
providing adequate training specifically
design for their job.

Manuals and user documentation are also


prepared to help the end user in operating
the new system as well as disaster
recovery plans are prepared and
implemented.

o Go Live & Support

This is the phase where the whole system


go live in production processes and will be
supported by SAP experts who will analyse
the system performance (EarlyWatch) and
monitor thoroughly the progress of all
activities.

• ASAP’s tools
102
There are various tools provided by SAP to help
company to “implement effectively and cost
efficiently” (Ciudad Futura). Some of the
packages listed below are used for configuration
of business processes.

o Project Estimator: tools to estimate


required resources, costs and time frame.

o Concept Check Tool

• ASAP’s services and training

SAP services and training includes all training,


consultation and support service i.e. EarlyWatch,
remote upgrade and backup.

103
BPR & ASAP INTERACTION

BPR and ASAP are built for a similar purpose, that is as


a method to implement a new system, however, they
are based on completely different approaches. While
BPR requires deep analysis on the existing system as
well as the new system, ASAP is mainly ignoring the
current system. All ASAP does is enforcing the business
to use SAP’s own methodologies. ASAP assumes that
the company is working on an extremely tight
timeframe and there is no major BPR required (Ciudad
Futura).

ASAP main concern is to prevent companies from


developing their own “reengineering” whilst thousands
of other companies worldwide had already done so. By
providing what so called “the best business practice”,
SAP expects no more time and resource wastage
during its system implementation and all negative
affects can be minimised.

Even though both BPR and ASAP system interact


differently, the main concept of ASAP is still based on
BPR. ASAP itself is a the best of business process
engineering which has been clearly documented and
fulfil universal rules of business practice. By using
ASAP, company is no longer need its own major BPR,
however some minor issues throughout SAP

104
implementation are still require adjustment or
reengineering in some sort.

CONCLUDING THOUGHTS

This paper clearly described that any new business


system implementation will require deep analysis and
business process reengineering (BPR), however there
are ways of overcome this lengthy process. ASAP as in
Accelerated SAP implementation has brought us a
great example on how the needs of BPR can be
eliminated or minimised by providing the business
templates ready to be implemented and instantly run.
The only drawback with this system is its enforcement
to company to implement a complete new business
processes underlined by SAP. This may sometimes
cause negative impacts to the company as many of
the personnel may resistant toward changes and
losing its own unique production processes. This is
where a good solid change management will be
needed to handle such major change throughout the
company in order successfully implement a big
system such as SAP in the business smoothly

Overview

105
Some dialog steps and functions are required frequently during
the realization of application development dialogs. These are
available as function modules in self-contained modules. Their use
standardizes application dialogs, which in turn simplifies use.

Concept
The function modules provide a standardized dialog box with
function keys which are tested at the end of the dialog.
Depending on the function module, texts for information, for
choices and/or for the available function keys can be passed.

Procedure
No preparatory steps are necessary for the use of the function
modules for standardized dialog boxes, with the exception of the
text display function modules (function group SP06). In this case,
the texts must be created previously.

To use standardized dialog boxes, perform the following steps:

1. Determine dialog type

If you want to use a function module from the function


group SPO6: Create dialog text Document

2. Choose the appropriate function module in the function


group found in step 1.
3. Call this function module in the application.

Determine dialog type


Determine what information you want to provide the user, and
the decision logic you require. Then choose the appropriate
function group from the following table.

Situation Function
group
The user is to be warned of potential data loss SPO1
The user should answer a question about further SPO1
processing with Yes or No

106
The user is to be warned about potential data loss, SPO1
and decide whether he or she wants to continue
with the action
The user must choose between further processing SPO2
alternatives
The user must continue the current action or SPO2
cancel
The user is to input data (with or without check SPO4
against a value table)
Data are to be displayed to the user SPO4
The user is to receive detailed information SPO6
The user is to be able to scroll in a displayed list STAB
The user is to print data from a table or a table STRP
view

Create dialog text Document


To create a "Dialog text" (for function modules in the function
group SP06), proceed as follows:

1. In the initial screen choose the function Tools  Abap/4


Workbench  Environment  Documentation.
2. Position the cursor on the document class output field and
press F4.
3. Choose the class Dialog text.
4. Enter a document name and choose Create.
5. Enter the text and save it.
Saving via the icon creates a raw document. Raw versions
can not be transported or translated. The document must
be a final version for these actions to be possible. You
achieve this with the function Save final version. You must
be authorized to save final versions of documents in this
development class.

Transport Management System


(BC-CTS-TMS)
107
You can organize, perform, and monitor transports between your
SAP Systems using the Transport Management System (TMS).

User actions at the operating system level are no longer


necessary, since all the necessary information and functions are
mapped in the SAP System.

The Transport Management System provides the following


functions:

• Configuring the transport routes using a graphical editor


• Displaying the import queues for all SAP Systems in the
transport domain
• Importing all the requests in an import queue
• Importing all the requests in a project
• Importing individual requests
• TMS Quality Assurance
• Transport Workflow
• Special features when using multiple transport directories

You can use the following transactions to access the TMS:

Transaction Function
code

STMS Initial screen of the Transport Management


System

STMS_QUEUES Displays the import queue

STMS_IMPORT Import queue of the current SAP System

STMS_INBOX TMS worklist (transport workflow)

STMS_QA QA worklist (TMS quality assurance)

STMS_DOM TMS system overview

STMS_PATH TMS transport routes

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STMS_ALERT CCMS Alert Monitor

STMS_TCRI Display/change critical transport objects

STMS_FSYS Create/change TMS system list

Using the Graphical Editor


Prerequisites
The graphical editor is divided into several areas:

• Insertable objects

All SAP Systems and target groups not connected via


transport routes

• Display area

Graphical representation of the SAP Systems and target


groups with their transport routes.

• Navigation area

Positioning on the display area.

Procedure
To configure the transport routes with the graphical editor:

1. Log on in client 000 in the SAP System serving as the


transport domain controller.
2. Choose Overview  Transport routes. The screen Display
Transport Routes appears.
3. Choose Goto  Graphical editor.
4. To switch to change mode, choose Configuration 
Display  Change.

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In your User-Specific Settings, you can set the
system so that when you choose Transport
routesOverview takes you directly to the
graphical editor.

Displaying and Changing the


Import Queue
Prerequisites
The import queue display shows all change requests flagged for
import for this SAP System.

The basic setting of the import queue display provides the


following information:

• Order in which the requests are imported

• Name of the change request


• Change request owner

• Change request short text

The owner and short text can only be


displayed if:

o the transport request exists in


the logon system
o the source system of the
change request is contained in the
transport domain.
o this change request has
already been imported into an SAP
System in the transport domain, and
this system is located on the
transport route before the SAP
System for which the import queue is
displayed.

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• Import status of the request

You can also show the following additional information (see also
Displaying Information on Requests):

• Request type
• Source client
• Return code

The import queue shows you only the


highest return code for the request-specific
import steps. Non-request-specific import
steps are not included.

• Import flag
• Unconditional mode

• Project name

• Target client (if you use Extended Transport Control)

• Active flag

Procedure
To adjust the import queue in an SAP System:

1. Call transaction STMS.


2. Choose . The import overview appears.
3. Position the cursor on the SAP System whose import queue
you want to display.
4. Choose . The import queue of the selected SAP System
appears.

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You can display the import queue of an SAP
System from each SAP System that belongs
to the transport domain.

If you are working with several transport


directories or with external systems, you
may need to adjust the transport directories
before you can see all the marked requests.

You can go straight to the import queue of


the system you are logged on to by entering
the transaction code STMS_IMPORT.

Starting the Import of All


Requests in an Import Queue
Use
Requests that are released in the development system are
marked for import into the target system, for example into the QA
system (see System Landscape). They are placed in the import
queue of this system. The function Start import of all requests in
import queue lets you import the objects of this request into the
target system, or you can schedule the import to occur at a
specific time.

After importing the objects into the target system, the requests
are placed corresponding to the transport routes in the import
queues of the delivery systems (for example, in the production
system). You can start the import into these systems using this
function after performing quality assurance tests (See TMS
Quality Assurance).

Prerequisites

You have chosen mass transports as your transport strategy.

To import all the ready requests, you need the authorization


S_CTS_IMPALL. This authorization is in the profile S_A.SYSTEM.

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To prevent change requests from being placed in
the import queue shortly before the import, and
perhaps being imported unintentionally, we
recommend closing the import queue before the
import.

Also read the notes on Precautionary Measures in


the Target System.

Procedure
To import all the requests in the import queue:

1. Call Transaction STMS.


2. Choose . The import overview appears.
3. Position the cursor on the SAP System for which you want
to start the import.
4. Choose . The import queue of the selected SAP System
appears.

5. If you have activated extended transport control, and


requests are waiting to be imported into different target
clients, you can restrict the import to a single target client
by choosing .
6. If you want to ensure that only the displayed requests are
imported, close the import queue. This prevents any other
requests that are released, or that are forwarded to this
transport route from being placed after the end of the
import queue.

Only requests with the import status Request


waiting to be imported or the status Request is
ready for import again are imported.

You cannot import requests that have the status


Request must still be approved (see TMS Quality

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Assurance). If you still want to import them, for
example if the QA system is not available, you must
activate the requests.

You cannot start the import of requests that are


currently being imported, or for which an import is
already scheduled.

7. Choose . The dialog box Start Import appears.


8. In this dialog box, you see the target system and the
target client for the import. If extended transport control is
not activated, you can define the target client for the
import. (For more information, see Handling Target
Clients.)

On the tab Date/deadline, you can specify when you want


the import to start.

On the tab page Execution, you can specify how you want
the transport control program tp to start.

On the tab page Options, you can specify options for the
import. You do not usually need to change the defaults.

9. After you have made your settings in the Start Import


dialog box, choose Continue.
10. Check and confirm the information on the next dialog box.
The dialog box shows you in which system and which
target client the import is to be started or is scheduled for.
11. If you are logged on to system A in the transport domain
and start an import into system B in this domain, a logon
screen for the target system appears (in this case system
B). Your user name is already entered by default. Enter
your password.

The target client and the logon language are


irrelevant here.

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The system checks if you are allowed to import
these requests (see Project Status Switch). Even
if the import is not allowed for just one project, the
import does not start and an error message
appears. If this is the case, ask the project manager
when you should start the import.

Result
TMS starts or schedules the import in the target system.

• As long as the import is running or is scheduled, you see


this status is displayed in the Import Overview with either
or . After the import, the import queue is opened
again automatically by the transport control program.
• You can use the TMS Job Monitor and the Import Monitor to
monitor the import.

After the import has finished, you can view the import history to
check the return codes for all import steps. You can also go to the
corresponding transport logs from the import history.

Starting the Import of All


Requests in a Project
Use
The import queue shows which requests belong to which projects.
You can filter requests by project. You can display the requests of
one or more projects and then start the import for these requests.

For more information, see Using Projects to Control Transports.

Prerequisites
You need the authorization S_CTS_IMPALL to import all requests in
a project. This authorization is in the profile S_A.SYSTEM (see
Authorizations in CTS).

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To prevent change requests from still being placed
in the import queue shortly before the import, and
perhaps being imported unintentionally, we
recommend closing the import queue before the
import.

Also read the notes on Precautionary Measures in


the Target System.

Procedure
To import all the requests in one or more projects:

1. Enter transaction STMS.


2. Choose . The Import Overview appears.
3. Position the cursor on the SAP System where you want to
import the requests of one or more projects.
4. Choose . The import queue of the selected SAP System
appears.
5. Position the cursor on the column Project and choose .
The dialog box Set filter appears.

The column Project does not appear if there are no


requests in the import queue that are assigned to a
project.

6. Select the projects that you want to import (see Filtering


and Multiple Selection).
7. If you have activated extended transport control, and
requests are waiting to be imported into different target
clients, you can restrict the import to one target client by
choosing .
8. If you want to ensure that only the displayed requests are
imported, close the import queue. This prevents any other
requests that are released, or that are forwarded to this
transport route from being placed after the end of the
import queue.

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Only requests with the import status Request
waiting to be imported or the status Request is
ready for import again are imported.

You cannot import requests that have the status


Request must still be approved (see TMS Quality
Assurance). If you still want to import them, for
example if the QA system is not available, you must
activate the requests.

You cannot start the import of requests that are


currently being imported, or for which an import is
already scheduled.

9. Choose . The dialog box Start Import appears.


10. This dialog box shows your selected projects and the
target of the import. If extended transport control is not
activated, you can define the target client for the import.
(For more information, see Handling Target Clients.)

On the tab Date/deadline, you can specify when you want


the import to start.

On the tab page Execution, you can specify how you want
the transport control program tp to start.

On the tab page Options, you can specify options for the
import. You do not usually need to change the defaults.

11. After you have made your settings in the Start Import
dialog box, choose Continue. The system now checks if it
can import the requests from the projects you have
selected without conflicting with predecessor relationships
with other requests.

This check is not made if you have chosen the


import option Ignore predecessor relations.

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If the system finds out that the import would
conflict with predecessor relationships, it displays
the requests involved. If necessary, stop the import
and import all projects that are linked together in
one import. If you want to ignore the relationships,
continue the import with Continue. The import is
started automatically with the option Ignore
predecessor relations.

12. Check and confirm the information on the next dialog box.
This box displays the system, clients and options for your
project.
13. If you are logged on to system A in the transport domain
and start an import into system B in this domain, a logon
screen for the target system appears (in this case system
B). Your user name is already entered by default. Enter
your password.

The target client and the logon language are


irrelevant here.

The system checks if you are allowed to import


requests from the selected projects (see Project
Status Switch). Even if the import is not allowed for
just one project, the whole import stops and an
error message appears. If this is the case, ask the
project manager when you should start the import.

Result
TMS starts or schedules the import in the target system.

• The requests belonging to the selected projects are locked


against any other imports.
• These requests have the status Import running or Import is
scheduled in the import queue display.
• You can use the TMS Job Monitor and the Import Monitor to
monitor the import. Double-click the import status to go
straight from the import queue display to the Job Monitor

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or Import Monitor, depending on whether the import has
already been started, or just been scheduled. The display
is restricted to the selected request.

After the import has finished, you can view the import history to
check the return codes for all import steps. You can also go to the
corresponding transport logs from the import history.

Starting the Import for Single


Requests
Use
As well as giving you the option of importing all requests in the
import queue, or all requests in a project, TMS also lets you
import one or more single requests. The requests are imported in
the order in which they are placed in the import queue.

This import method is best used for a few individual requests; it is


less suitable for large numbers of requests.

Importing single requests can either be

 an exception, if you usually


use mass transports
 or the rule if you usually use
single transports.

To find out about the requirements you need to


meet, we recommend that you read the following
information:

 Transport Strategy in the


CTS
 Transport Strategy for
Single Transports

Prerequisites

119
To import your own requests, you need the authorization
S_CTS_IMPSGL. This authorization is in the profile S_A.SYSTEM.

Note for the system administrator:

If you want to give members of your development


team the authorization to import their own requests
into a certain system, then you should create an
authorization profile for these users and the
system. This profile must then contain the
authorization S_CTS_IMPSGL. The profile
S_A.SYSTEM usually contains too many
authorizations.

To import individual requests from more than one


user into a system, you need the authorizations
S_CTS_IMPSGL and S_CTS_IMPALL. These
authorizations are in the profile S_A.SYSTEM.

Also read the notes on Precautionary Measures in


the Target System.

Procedure
To import single change requests:

1. Call Transaction STMS.


2. Choose . The import overview appears.
3. Position the cursor on the SAP System for which you want
to import requests.
4. Choose . The import queue of the selected SAP System
appears.
5. Position the cursor on the request that you want to import,
or select the requests that you want to import (see
Filtering and Multiple Selection .

You cannot import requests that have the status Request


must still be approved (see TMS Quality Assurance). If

120
you still want to import them, for example if the QA system
is not available, you must activate the requests.

Note that you cannot import requests with the import


status Request was rejected, Import is running or Request
is already imported. For more information, see the long
text of the corresponding error message.

6. Choose . The dialog box Import Transport Request


appears.

The box displays the requests you chose, and the import
target.

If extended transport control is not activated, you can


define the import client here. (For more information, see
Handling Target Clients.)

On the tab Date/deadline, you can specify when you want


the import to start.

On the tab Execution, you can specify how you want the
transport control program tp to start.

On the tab page Options, you can specify options for the
import.

The option Leave transport request in queue for


later import is activated as a default; this means
that individual imports will be handled as
preliminary transports.

7. After you have made your settings, choose Continue. The


dialog box Start Import appears.
8. Check and confirm the information on this dialog box. The
box shows you which system and which target client you
have chosen for the import.

121
9. If you are logged on to system A in the transport domain
and start an import into system B in this domain, a logon
screen for the target system appears (in this case system
B). Your user name is already entered by default. Enter
your password.

The target client and the logon language are


irrelevant here.

Result
TMS starts or schedules the import in the target system.

• The requests you have chosen are locked against any


subsequent imports.
• These requests have the status Import running or Import is
scheduled in the import queue display.
• You can use the TMS Job Monitor and the Import Monitor to
monitor the import. Double-click the import status to go
straight from the import queue display to the Job Monitor
or Import Monitor, depending on whether the import has
already been started, or just been scheduled. The display
is restricted to the selected request.

After the import has finished, you can view the import history to
check the return codes for all import steps. You can also go to the
corresponding transport logs from the import history.

TMS Quality Assurance


Use
TMS Quality Assurance increases the quality and the availability
of the production systems by letting you check requests in the QA
system before they are delivered to subsequent systems.

The system for which the QA approval procedure is activated is


called the QA system. When the QA approval procedure is
activated, transport requests are only forwarded to the delivery
systems if all the QA approval steps are processed for each
request in the QA system and each request has been approved.

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(When you configure the QA system, you determine how many QA
approval steps have to be processed for each request.) If a check
for an approval step is not successful, the entire request cannot
be approved.

Rejected requests are not imported into the


delivery systems of the QA system.

If you reject requests, there is the risk that errors


may occur when they are imported into the delivery
systems. This is a result of the requests containing
objects that are referenced from other requests. It
is safer to correct an error using a subsequent
transport (see Transport Strategy in the CTS).

Integration
In the TMS transport route configuration, you determine which
system is the QA system, and which approval steps should apply
to this system. You configure the QA approval procedure by
performing these two steps. All the requests that are then
imported into the QA system are included in the QA worklist.

You can go from the TMS Import Overview to the QA Worklist


where you have to check the requests for each approval step.

You can only import all requests into the delivery systems if all
the requests ready for import have been checked (which means
approved or rejected).

If all the requests for a project and target clients are checked, you
can import them even if requests for other projects and target
clients have not been checked yet.

Prerequisites
Your system landscape contains at least one QA system from
which there are configured delivery routes into other systems.

123
In a 3-system landscape, the requests from the
development system are imported into the QA
system. There, the requests are checked and the
approved requests are forwarded to the production
system.

Functions

• Configuring the QA approval procedure (determining the


QA system and the approval steps)

You determine which system is the QA system, switch on


the option Forward after confirmation for this system, and
define which approval steps are valid for this system.

• Processing the QA worklist

After a system has been configured as the QA system, the


QA worklist is built. You then have to check the requests in
these views for the individual approval steps.

• Displaying the QA history

Using this history you can display the QA activities for a


specific period.

Activities

1. When you configure the QA approval procedure, you


determine the QA system, switch on the option Forward
after confirmation, and define the approval steps for that
system.
2. You approve or reject requests.
3. You display the QA history for a selected period.

Transport Workflow
Purpose

124
The transport workflow provides a framework for transporting
enhancements or new developments of existing business
functions in a system landscape. It provides a direct connection
between development and transport administration. The transport
workflow manages the transport process, determines the user for
each individual step automatically, and then displays an interface
which they can use to perform the task directly.

It is an efficient method of transporting a selected number of


requests into a group of transport targets, and uses clearly
defined approval steps to ensure the quality of your target
systems. The requests can be transportable change requests,
Customizing requests, relocation transports or transports of
copies. The transport targets do not need to be located on defined
transport routes. However, the transport workflow can involve
some risks, caused by the dependencies between transport
requests:

• Import sequence

It is important that you import requests in the correct


order, so that development work is up-to-date in the target
system.

• Incompleteness

It is important that the functions transported in the


transport proposal are complete; otherwise errors may
occur in the import system.

A request is not imported, but it contains an important


data element. You use another request to transport a table
that references this data element. Since the referenced
data element does not exist in the target system,
activation errors will occur when you import the second
request.

The transport workflow is a generic workflow. Its ability to process


the transport route configuration in TMS enables it to adapt itself
to any system landscape. This means you can transport multiple
requests into multiple targets, even if these targets are not
located on the transport routes.

125
This reduces the amount of work for the transport administrator
significantly. The automated nature of the workflow also reduces
the likelihood of errors during transports.

You can use the transport workflow in two different ways.

• Transport workflow as a transport strategy

If you have production systems in your landscape that can


only accept approved transports, we recommend that you
use the transport workflow to organize and coordinate the
transport process.

To do this, set Workflow-controlled transports as your


transport strategy and configure the transport workflow.

When you release a transport request, the transport


workflow starts automatically and the screen
Create Transport Proposal appears. The requests
are then released implicitly when the transport
proposal is sent to the transport administrator.

• Special transport workflow (mass transports)

You can use the special transport workflow to make


transports that do not follow the defined transport routes
or that take place outside the normal transport schedule
(part of the mass transport strategy). These transports
may be corrections made in the development system that
have to be transported into the production system without
delay.

To use the special transport workflow, set Mass transports


as your transport strategy and configure the transport
workflow.

Prerequisites

• You have configured the transport workflow for your


system.

126
• The users involved in the transport workflow have a user in
the Workflow Engine system/client.
• One or more users have transport administration
authorization.

Process Flow

The developer creates a transport proposal in the Transport


Organizer. This proposal contains the required transport requests.
The transport proposal then appears in the TMS worklist of the
transport administrator. The administrator can then approve or
reject the transport proposal. The transport administrator can also
make changes to the transport proposal, for example change its
contents and the transport target.

After a transport proposal has been approved, the TMS imports


the transport requests automatically into the specified target
systems. If the proposal is rejected, it is sent back to the
transport proposal inbox for revision by the responsible
developer. If the import is successful, the proposal is sent back to
the transport proposal inbox to be confirmed by the creator of
the proposal. The developer can complete the proposal by
confirming it, or apply to have it transported into other systems.

We recommend that you only use the transport workflow to


transport into those target systems defined by the direct
transport routes. Only in the next step should you work out which
are the next direct target systems, and then apply to transport
into them. This is the best way to keep the transport landscape
consistent and complete.

The transport administrator can also set the


transport workflow so that only the direct target
systems defined on the transport routes can be
selected in the Create Transport Proposal step, and
not the whole transport landscape. (See also
Setting Direct Target Systems.)

The transport workflow writes an action log for each transport


proposal. This log contains all development and transport
activities, allowing you to check on the entire process.

127
Developers and transport administrators can communicate
directly by writing notes.

For more information on transport administration, see


Transport Workflow (Administration).

For more information on the development team, see Transport


Workflow (Development).

Special Features when Using


Multiple Transport Directories
The Transport Management System supports transports between
transport groups. After a change request has been released with
the Transport Organizer, the requests are flagged for import into
the target system. They are flagged in the local transport
directory of the source system. Before the import into the target
system, you must adjust the import queue of the target system if
the source and target systems are in different transport groups.

If you have configured transport routes between systems in


different transport groups, the requests to which the transport
files are to be transferred are displayed in the import queue of the
target system. Before you can import these requests, you have to
transfer the data files and cofiles belonging to the requests (see
Adjusting the Import Queue).

If you want to transport requests between systems from different


transport groups that are not linked by transport routes, these
requests are not displayed in the import queue of the target
system. Before the import, you must explicitly find these requests
from the other group (see Finding Requests from Other Groups).

If you use multiple transport groups, the display of


the transports and repairs in the Transport
Organizer is only valid within one transport
group.

128
Reporting in Make-to-Order
Production
In profitability analysis reporting you can collect information
about the costs and revenues on sales orders allocated to
profitability analysis. When you create the report, you must define
the sales order as a criterion. For more detailed information about
reporting in profitability analysis, see CO Profitability Analysis.

Make-to-Order Production: Cost


Management Using the Sales
Order
For make-to-order production with cost management using a
sales order, all costs and revenues involved for an order item are
assigned collectively to the item. The costs are allocated to
profitability analysis using a particular settlement rule which the
system automatically proposes. You can change the proposal
manually.

Prerequisites
Make-to-order production is controlled by the requirements type.
The requirements type is determined on the basis of the MRP
group and the strategy group in the material master record.

Up to Release 3.0, the requirements type is determined on the


basis of the item category. For this reason, special item
categories are used up to Release 3.0 for controlling make-to-
order production. To make a material to order with cost
management using a sales order, you must maintain the following
fields in the material master:

Screen Field

MRP 1 MRP Group

MRP 2 Strategy Group

129
In addition, a plant must be assigned for make-to-order items in
the sales order.

Working With Object


See also:

Statuses in Make-to-Order
Production
Order items made to order have an object status which can be
divided up into the following phases:

1. Released

The system sets this status automatically when the item is


created. It indicates that production can be initiated.

2. Revenue posted

The system sets this status automatically, as soon as


revenue was posted for the item for the first time.

3. Fully invoiced

This status must be set manually, as soon as all revenues


have been posted for the item.

4. Completed

This status must be set manually when the procedure is


completed.

The status affects accrual so once the fully invoiced


status has been set, for example, no more revenues
can be posted. If the status "completed" is set, no
further costs can be posted.

Displaying the Current Stock


Situation

130
In make-to-order production, sales order stock is set up for each
order item. This means that stock is assigned to the sales order
and item number in inventory management.

To display the sales order stock, proceed as follows:

1. Choose Logistics  Materials management Inventory


management on the main menu screen.
2. Choose Environment Stock Stock overview.
3. Enter the required selection data, select the special stock
indicator E , and select all fields in the screen section
Select display levels.
4. Choose Program Execute.
5. Position the cursor on the sales order line and then choose
Edit Choose

Settling a Make-to-Order
Transaction
To settle an make-to-order item, that is, to assign the costs
incurred to the appropriate receiving accounts, proceed as
follows:

1. On the Sales screen, choose Sales order Subsequent


functions Settlement.
2. Enter the sales order and the item number and carry out
the settlement. You can carry out a selection of sales
orders to be settled by entering a range of values.

For more detailed information on settlements, see the CO


documentation on Cost Object Controlling.

You can carry out the settlement after the whole process
of make-to-order production has been completed.
However, you can also carry out settlements during the
process, if you want to keep up more closely with the cost
development.

131
You can also carry out the settlement as a
background task.

Working With Sales Order


Stock
Sales order stock is inventory that results from a make-to-
production sales order. Products are made or assembled in
response to the customer’s order. The resulting stock is assigned
specifically to the customer’s sales order and becomes part of
sales order stock. The stock components can only be used for the
production of the make-to-order items ordered by the
customer.Finished products can only be delivered to the customer
by means of the assigned sales orders.

If sales order stock has already been assigned to a


quotation, the stock of the resulting orders is also
managed under the quotation number.

Sales order stock is not valuated but is instead


subject to cost collection.

Special Stock Data


In order to manage sales order stock of a material for different
sales orders, special stock data is required in the material master
record. Special stock data for a material is managed at the
storage location level. If the material must be managed in
batches, special stock data must be created for each batch.

The system automatically creates special stock data during the


first inward movement of sales order stock. The data cannot be
maintained manually but instead is automatically updated with
every goods movement (or taking of physical inventory).

Special Stock Types

132
The following stock types are available for use with sales order
stock:

• Unrestricted use

• quality inspection

• Blocked stock

Sales order stock is not available for material requirements


planning (MRP).

Movement Types

The following movement types are available for sales order stock
(in each case, including cancellation and returns):

• Inward movement of goods

o Goods receipt on the basis of a purchase order,


provided that the purchase order item is assigned
to an account
o Goods receipt for a production order, provided that
the production order is assigned to a sales order
o Goods receipt without a purchase order
o Goods receipt without a production order
o Initial entry of stock balances

• Outward movement of goods

o Goods issue for a sales order


o Goods issue for an order
o Taking a sample of stock
o Scrapping stock

• Transfer posting

o Transfer into customer's own stock


o Transfer from one storage location to another
o Transfer between stocks which have the status
unrestricted use, quality inspection, and blocked.

133
When you carry out a goods movement for sales order stock,
please take the following points into account:

• If you carry out a goods movement based on a purchase


order or production order, the sales order number and
items are copied from the reference document.

• If you change a goods movement, you must enter the


sales order number and the item.

Reporting in Human Resources


Management
Purpose
Efficient Human Resources Management constantly requires
complete, up-to-the-minute information on employees at the
enterprise. The R/3 System’s Human Resources (HR) component
contains all relevant employee data. With its multitude of
reporting and analysis options, HR helps you process data quickly.
This provides you with the information you require, and supports
your decision-making processes.

As well as more than 200 standard reports, SAP HR provides you


with a reporting tool (HIS) that enables you to report on data
along hierarchical structures, and access standard reports easily.
Cross-application SAP reporting tools enable you to create your
own reports (InfoSet Query and SAP Query), and format and
analyze HR data from SAP and non-SAP systems (Business
Information Warehouse), without having to spend time on
programming.

For many enterprises, the sheer wealth of standard reports and


reporting options is the real challenge to reporting on HR data.
That is the reason why SAP provides the HR Reporting manual,
which

• Helps you find standard reports


• Gives you an overview of standard reports in HR
• Helps you decide which reporting tool to use
• Includes complete instructions on how to use the reporting
tools

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Finding Standard Reports
Purpose
You can search for standard reports in individual applications, or
across several applications. Application-specific standard reports
are available in the info systems of individual HR components. In
addition, standard HR reports are grouped together in
comprehensive info systems in the SAP Easy Access menu.

• Info systems for components

All of the reports for a specific HR component are grouped


together by content in that component’s info system. For
example, Recruitment reports are arranged in groups
according to whether they report on applicant, vacancy, or
advertisement data.

To access the info system of individual HR components,


choose the following:

Human Resources ® <component> ® Info system ®


Reports

Human Resources ® Payroll ® <continent> ® <country>


® Info system

Human Resources ® Time Management ® <component>


® Info system

• HR Information System

The HR Information System contains the reporting tools


and all HR-specific reports. Its structure is determined by
the components in HR. To make it easier for you to find
individual reports, they are grouped together within the
components according to their content. For example, the
reports in Organizational Management are sorted
according to the objects for which they report on data.

To access the HR Information System, choose the


following:

135
Human Resources ® Information system ® Reports

• SAP info system

By far the largest collection of standard reports is


contained in the SAP info system. The standard HR reports
can be accessed in one of two ways:

Info systems ® Human Resources ® Reports ®


<component>

Info systems ® General report selection ® Human


Resources ® <component>

In both cases, the reports are arranged according to


the components in which they are used.

Depending on your role as user in the R/3 System,


you might only be able to view specific sections of
the SAP menu. Different roles, therefore, might
require you to search for existing standard reports
in different places.

And If The Required Report Does Not Exist?

• If you require a report that is not included in the standard


system, you can use the HR reporting tools to create
reports yourself. Depending on the data you want to report
on, you can use the following reporting tools in Human
Resources:

o InfoSet Query
o SAP Query
o The Business Information Warehouse

• If the HR reporting tools do not enable you to create the


report you require without having to program, you can
consider undertaking your own customer development.

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If you want to develop a report yourself, you can
use a similar standard SAP report as a
programming template, which considerably reduces
the amount of time and money involved.

Selecting a Reporting Tool


Purpose
To enable you to report on HR data, the R/3 System provides you
with numerous standard reports and, in addition, reporting tools
that give you easy access to existing reports (HIS) or enable you
to create your own reports, even if you have no programming
skills (InfoSet Query, SAP Query).

• HIS

HIS is used to report on HR data along hierarchical


structures (organizational structure, business event
hierarchy, or customer hierarchies). You can select the
structure you want to report on, and the objects you want
to display. The structure is displayed in SAP Structural
Graphics. In the standard system, a separate window lists
all of the reports that exist for the root object. They
correspond to the standard reports in Human Resources.
Customizing also enables you to add your own reports.

Use HIS to report on HR data along hierarchical structures.


HIS is particularly useful if you want to report on data from
different HR components because you can start all reports
from HIS, which means you do not have to switch from one
component to another. Another advantage of HIS is that
you are not required to enter data in a selection screen
when a report is started because HIS uses the parameters
that are most frequently set in practice.

See HIS

• InfoSet Query

InfoSet Query is a general SAP reporting tool that is


particularly easy to use and intuitive. By selecting
selection fields and output fields directly, you can access
data stored anywhere within the Human Resources

137
System. You do not require programming skills to create
reports using InfoSet Query. Provided that you have the
appropriate authorizations, you can save and reuse reports
defined in InfoSet Query.

When InfoSet Query is accessed from Human


Resources (HR), the Query area and User group
parameters already contain values and you can
only perform ad hoc reporting. If InfoSet Query is
accessed this way, it is called Ad Hoc Query in HR.

Use InfoSet Query if the system does not include a suitable


standard report. InfoSet Query is particularly suitable for

o Defining specific or seldom required reports on an


ad-hoc basis
o Defining specific reports that need to be reused

InfoSet Query is also suitable for cross-component


reporting within HR because it can access data from
Personnel Administration and person-related data from
Payroll, Time Management, and Personnel Planning, for
example. Furthermore, you can use InfoSet Query to report
on data for objects in Personnel Planning.

See InfoSet Query and HR in InfoSet Query.

• SAP Query

SAP Query is a cross-application reporting tool in the R/3


System. Just like InfoSet Query, it is used to create reports
that are not included in the standard system. You do not
require programming skills to work with SAP Query.

In the context of HR reporting, SAP Query has the following


functions:

o It provides additional options for reporting on data


and formatting output. You can

 Use control levels. Use this output option if


you want to put different infotype fields into

138
groups; for example, all of the addresses
pertaining to one person. This is particularly
relevant to infotypes with subtypes and/or
time constraint 3. See Output Options for
Control Levels
 Define one basic list, up to nine statistics,
and up to nine ranked lists per report
(query). This enables you to prepare data for
the output list in a number of different ways.
 Format output lists using colors.
 Define and use local fields.

o It is used to manage the user groups and InfoSets


that are required for InfoSet Query, assuming you
do not use the InfoSets included in the standard
system.

Use SAP Query if you cannot use InfoSet Query to meet


your requirements, or to refine queries from InfoSet Query.
You could, for example, enhance a query by outputting
control levels.

See SAP Query.

• Business Information Warehouse

The Business Information Warehouse (SAP BW) is an


independent Data Warehouse solution that can be used to
retrieve data from SAP systems and the vast majority of
external systems. BW provides you with specialized
reporting technology and HR Business Content, which
means it contains business content, reports, and key
figures from all areas of Human Resources.

An important BW focus is on the retrieval of key figures


and time series comparisons (for example, headcount with
regard to organizational characteristics during the past
three years). Operational data from various areas within an
enterprise is prepared using predefined standard queries
and report templates. You can break comparative key
figures down to individual employees. BW also enables you
to create different views of queries by exchanging free
characteristics.

139
BW can provide data in an intranet/Internet environment,
where it can be viewed at any time by persons with the
appropriate authorizations. It supplies you with data for
decision-making and information purposes. Standard
calculation of key figures also facilitates benchmarking.

If you require further information on BW Queries for Human


Resources Management, refer to the documentation on the
Business Information Warehouse and see the section on queries
with HR Business Content.

Process Flow
When deciding which tool to use, refer to the following schema.

140
You’re still unsure? See Overview: HR Reporting, which contains a
table summarizing the purposes, advantages, and limitations of
standard reports and reporting tools in HR.

Standard HR Reports
Use
SAP Human Resources provides you with more than 200 standard
reports. They enable you to perform standard reporting simply,
and without you having to spend time and money on
development. This section gives you an overview of the standard

141
reports that are available in the following areas of Human
Resources Management:

Personnel Management

Time Management

Payroll

Training and Event Management

Organizational Management

The term report is used in the HR Reporting manual to mean


executable programs that read data from the database and then
report on the data without changes being written to the database.
Reports in HR can be ABAP reports or queries.

Activities
A report is usually executed as follows:

1. You start the report from the SAP Easy Access menu, an
info system, an application, or the ABAP Editor, for
example.
2. This takes you to the selection screen, in which you enter
the required selection parameters. By doing so, you
determine the conditions that apply when the report is
executed. If you only want to report on a specific group of
employees, for example, you enter an organizational unit.
3. You start the report.
4. The system reads data from the database, processes it in
accordance with the report you specified, and outputs the
result.
5. Depending on how the data is output, you can continue
processing, print, and export the data.

If you require further information on how reports are executed,


access the introduction to the R/3 System and see Reports. If
you require further information on the report selection screen and
its functions, see Report Selection Screen in Human Resources
Management.

142
HR Reporting Tools
Use
To enable you to report on HR data, the R/3 System provides you
with numerous standard reports and, in addition, reporting tools
that give you easy access to existing reports (HIS) or enable you
to create your own reports, even if you have no programming
skills (InfoSet Query, SAP Query).

When InfoSet Query is accessed from Human


Resources (HR), the Query area and User group
parameters already contain values and you can
only perform ad hoc reporting. If InfoSet Query is
accessed this way, it is called Ad Hoc Query in HR.

This section provides you with documentation on the following


reporting tools:

HIS

InfoSet Query

SAP Query

If you require information on BW Queries for Human Resources


Management, refer to the documentation on the Business
Information Warehouse and see the section on queries with HR
Business Content.

Overview: HR Reporting
This section contains a table that gives you an overview of the
purposes, advantages, and limitations of the various reporting
options in HR.

Reporting Purpose Advantages Limitations

143
tool

Standard Provide solutions Can be used Limited flexibility


reports for your most immediately
frequent reporting Output fields
requirements No cannot be
developments selected as
required required

HIS Hierarchies are User-friendly Limited flexibility


displayed as method of
graphics displaying Tool is used to
hierarchical execute
Reports are structures standard reports
executed using and customer
selected Integration with reports
structures or InfoSet Query
substructures, and standard It cannot be
that is, using reports used to create
preselected sets reports
of objects No need to
switch from one
HR application
to another if
you want to
execute reports
from different
applications

Little training
required

InfoSet Intuitive, general User-friendly InfoSets and


Query SAP reporting tool interface user groups
used to create must be defined
customer reports Very easy to in SAP Query
use before you can
Enables you to use InfoSet
create reports for No Query
all areas of HR programming
required Multiline lists
When InfoSet cannot be
Query is accessed If integrated displayed
from Human with SAP Query,
Resources (HR), you can
the Query area

144
and User group continue
parameters processing
already contain queries using
values and you SAP Query
can only perform
ad hoc reporting. Set operations
If InfoSet Query is enable you to
accessed this create sets of
way, it is called objects as
Ad Hoc Query in required for
HR (see HR in which data
InfoSet Query). must be output

Can be included
in roles using a
suitable InfoSet

SAP Query General SAP Extremely Restricted to


reporting tool flexible data from the
used to create R/3 System
customer reports No
programming Each HR query
Individual required can process data
definition of user from just one HR
groups, InfoSets, Queries can be logical database:
and queries provided in the
SAP Easy PNP:
Access menu Administration,
Time
Includes Management,
numerous and Payroll
options for
aggregating PCH: Generally
data, for all areas, but
performing particularly
calculations, suitable for
and displaying reporting on
graphics data from
Personnel
Enables you to Planning
display multiline
lists PAP:
Recruitment
Enables you to

145
define one basic Requires much
list and several more training
statistics and than other
ranked lists for options
each query

Business Analytical Extremely Data is extracted


Information reporting tool flexible from OLTP
Warehouse used for systems, that is,
information and Facilitates real-time data is
For more decision-making complex not accessed
information purposes calculations
, see the (calculation of
BW averages, time
documenta series
tion comparisons)

Enables you to
access non-SAP
data

Easy to use

Uses OLAP
technology

Includes
detailed
Business
Content (HR
extractors,
InfoCubes, key
figures, and
standard
queries)

References ;

http://help.sap.com/saphelp_46C/helpdata/EN/e1/
8e51341a06084de10000009b38f83b/frameset.ht
m
146
o http://help.sap.com/saphelp_45b/helpdata/en/e1/8e
51341a06084de10000009b38f83b/frameset.htm
o http://help.sap.com/saphelp_46b/helpdata/en/e1/8e
51341a06084de10000009b38f83b/frameset.htm
o https://cw.sdn.sap.com/cw/docs/DOC-41071
o http://www.sdn.sap.com/irj/sdn/bi-sdklibrary
o http://www.sapdb.org/htmhelp/e2/55683ab81fd846
e10000000a11402f/frameset.htm

147
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